For more information on FileMaker Pro basic concepts, see chapter 1 of the FileMaker Pro Users Guide. You can also find comprehensive information about procedures and concepts in FileMaker Pro Help. To access FileMaker Pro Help: Choose Help menu > FileMaker Pro Help.
Use Layout mode to specify how information will appear on the screen or when you print it. Use Preview mode to see what the pages will look like when you print them. Once you have opened a database, you can switch from one mode to another using either the View menu, mode buttons, or the mode popup menu at the bottom of the application window.
Use Browse mode to enter data and view records. Use Find mode to locate a record or a group of records quickly.
Lesson 2 Browsing information
You view, enter, or change data in Browse mode. This is the simplest way to interact with your database. In this lesson you will: In the status area, notice that there are 30 records and that the first record is displayed.
open a database with data already in it move between records view information in different ways by switching layouts see the difference between form view, list view, and table view
Book icon Slider Record currently displayed Number of records
Important Copy the Tutorial folder to your hard drive or verify that it is installed before beginning this lesson. See Where to find the lesson files on page 7 for more information.

Status area

Open a database and move between records
To open the sample database for this lesson:
1. Open the Tutorial folder on your hard drive. 2. Open the Sample Files folder. 3. Open Sample02.fp7. 4. Notice that the database is in Browse mode. FileMaker Pro
5. Click the right page of the book icon to move forward one record
at a time, and click the left page to move back one record at a time.
6. Drag the slider to the right and release to move forward a number of records at one time. Drag the slider to the left and release to move backwards a number of records.
You can also type a record number in the area immediately below the book icon to change the current record displayed.
defaults to Browse mode when a database is opened.
The current mode is identified at the top of the status area
View information in different ways
Even though you enter information only once in FileMaker Pro, you can use that information in many ways. Layouts let you view some or all of your fields. Because it is not necessary to see all of your fields in each layout, layouts are a powerful tool for working with or printing just the information you need to accomplish a particular task.
Steve Williams 789 Ninth Avenue New York, NY 10001 Dear Sophie, Thank you for reserving a cruise with us. We value your business and appreciate the opportunity to serve you. 555-1234 555-1234 555-1234 555-1234 555-1234 555-1234 555-1234 555-1234 555-1234 555-1234 555-1234 555-1234 555-1234 555-1234 555-1234 If you have any questions about your reservations, please call uswe want you to be satisfied with your cruise. Sincerely, John Lee

Your find request returns a found set of two records for the two new members who live in the United States.
5. To find all of the records in your database, choose Records menu >
Show All Records. Note It is not necessary to choose Show All Records before performing a Find, as FileMaker Pro finds records from the entire database by default.
Total number of records in the database
Number of records in the found set
7. Click the book icon or slider to view each of the four records in

the found set.

Find records that match multiple criteria in the same field
Sometimes you need to find records that match more than one criterion in a single field. For example, you may need to find all members located in either New York or London. This type of search is commonly referred to as an OR search, because your found set will consist of records that match any one of the find criteria. To perform an OR search in FileMaker Pro, you will need to use multiple find requests.
Find records based on criteria in separate fields
You can find records that match multiple criteria, for example members who are both from the United States and are new members. This type of search is commonly referred to as an AND search. To perform an AND search in FileMaker Pro, type each search criterion directly into the appropriate field in Find mode. To find all members who live in the United States and are new members:
1. Choose View menu > Find Mode. 2. Type USA in the Country field. 3. Locate the Membership Type field, and select the New radio
1 Type the first search criterion into the appropriate field of the first

find request.

Create a second find request and enter the second search criterion in the same field. When you click the Find button, FileMaker Pro will retrieve all of the records that match any of the criteria youve entered. To find all members living in New York or London:
1. Choose View menu > Find Mode. 2. Type New York in the City field.

button.

Select the New radio button in the Membership Type field
3. Choose Requests menu > Add New Request.
Notice that the status area shows that there are two requests.
4. Click Find in the status area.
Finding and sorting records

Number of requests

Omit checkbox

10. Click Find.
Your search returns five records for five members who paid their fees within the first six months of 2004, except the month of February.

Sort your found set

Once you have a found set of records to work with, you might want to sort those records. For example, you might want to display the records in alphabetical order, or sort them from newest to oldest. To sort records in alphabetical order by the members last names:
1. Go to the Layout pop-up menu and choose the List of Members layout. This layout will make it easier to see the results of the sorting. 2. Choose Records menu > Sort Records. 3. If any fields appear in the Sort Order column on the right side of
from the list, or type an ellipsis.
8. After the ellipsis, type 2/29/2004 in the Date Paid field. 9. Click Omit in the status area to select it.
the dialog box, click Clear All.
4. In the list of available fields, select Last Name and click Move.
You have found records based on a variety of criteria, and narrowed your searches by using Omit. You have sorted the results of your searches. For more information on finding and sorting records in FileMaker Pro, see chapter 1 of the FileMaker Pro Users Guide.
Sort direction buttons become active when a field is selected
Notice the sort direction symbol to the right of the Last Name field increases in size from left to right. This indicates that when the database is sorted by this field, the data will be in ascending order (from a to z).

5. Click Sort.

The names in the List of Members are now in alphabetical order by last name.
6. When you are finished with this lesson, close each open file by
choosing File menu > Close.
Lesson 4 Creating a database and entering records
In the previous lessons, you saw how to use a simple database with existing data. Now you will create your own file and add records. In this lesson you will:
6. Choose Members from the Table pop-up menu if it is not already
selected. You see the all of the fields in the Members table.
create a simple database define fields to hold different kinds of data create records enter data modify data
If you are not familiar with database basics, you should do the first two lessons in this tutorial before continuing. Important Copy the Tutorial folder to your hard drive or verify that it is installed before beginning this lesson. See Where to find the lesson files on page 7 for more information.

7. Choose View menu > Layout Mode.
You use Layout mode to customize the appearance of your data. Although the data is still in the file, you do not see it here. Instead, you see the names of the fields.
5. Choose Fee Information from the Layout pop-up menu.
You see a plain layout. You will modify this layout in different ways in the following sections.

About layouts and tables

Each layout is based on a single table, and shows records from that table. If your file contains only one table, all layouts in your file will be based on that table. If your file contains more than one table, you must choose which table your layout will use at the time you create the layout, although you can change this later if necessary. The table you choose as the basis for your layout is important because it determines which fields and records are available for use on that layout. Fields and records that are not stored in the current table can still be used, but must be accessed through relationships. For more information on relationships, see lesson 10, Making databases relational.
Resize, move, and add a field

Select and resize a eld

1. In Layout mode, click the First Name field to select it.

Click to select

Click and drag the handle to resize
2. Drag the handle at the lower-right corner of the field to the left
About customizing layouts
Design layouts in Layout mode. You can include any combination of fields, text, and graphics on a layout. You can change the font and color of fields and text. You can also change the formatting of Number or Date fields. Changes you make in Layout mode affect only the way data appears. The data itself remains as it was entered. Tip Leave the sample file open to refer to as you build these features in the working file.
until the field is smaller, yet large enough to display the longest first name you expect in your file.
3. Choose View menu > Browse Mode. 4. Click Save to save changes to this layout, if prompted.
FileMaker Pro can save layout changes automatically, or prompt you to save changes before leaving Layout mode. To save layout changes automatically, select the Save layout changes automatically checkbox in the Save changes to this layout dialog box.
5. In Browse mode, flip through the records.

Customize a layout

You will change a simple layout in this lessons working file to make it look like the Fee Information layout in the sample file.
1. Open the Tutorial folder on your hard drive. 2. Open the Working Files folder. 3. Open MyFile05.fp7. 4. Choose View menu > Layout Mode.
If the field doesnt display all names completely, return to Layout mode and make the field larger.
6. Repeat this process for Last Name.

Move a eld

1. Choose View menu > Layout Mode. 2. Click inside the Last Name field and drag it beside the First Name field.

Customizing what you see

Display a number as currency
You can display a number as currency, even though only the number is typed into the field.
1. Choose Window menu > Sample05. 3. Drag the Last Name field label above the Last Name field. 4. Drag the First Name field label above the First Name field. 5. Choose View menu > Browse Mode to see your results. 2. Choose View menu > Browse Mode. 3. In the Fee Information layout, look at Fee Paid and notice that the number displays as currency. 4. Click the number to see the data actually entered in the field.

Add a eld

If a field has been defined in a table, you can display it on any layout based on that table. In this database, some defined fields are not on this layout. You will add one of these fields now. Note You can also place fields from other tables on your layouts, as explained in Lesson 10.
1. Choose View menu > Layout Mode. 2. Using the Field tool, drag the field to the layout, and place it below
Formatting affects only the way data is displayed. It does not change the data.
5. Choose Window menu > MyFile05. 6. Choose View menu > Layout Mode. 7. Select the Fee Paid field. 8. Choose Format menu > Number. 9. Select options as shown in the following Number Format dialog

the First Name field.

Field tool

Drag the new field

10. Click OK. 3. In the Specify Field dialog box, select the City field. 4. Click OK. 5. Choose View menu > Browse Mode to see your field. 11. Choose View menu > Browse Mode to see the formatted data.
You see a city entered in each record. City data was entered previously, and the field holds the data.
Add color to a layout part
You will change the color of the top of the layout to match the colors of other layouts in the file.
1. Choose Window menu > Sample05. 2. Choose View menu > Layout Mode and look at the header at the top
8. Choose Other Color from the fill color palette.

6. Choose View menu > Layout Mode.
You see the names of fields that will appear on the labels.

Merge fields

10. Click Next. 11. Click Next again to accept the default sort order. 12. Select Standard from the list of layout themes, and click Next. 13. Click Next on each of the two remaining panels to accept the defaults. 14. Click Finish.

About label layouts

Label layouts use merge fields. Merge fields expand or contract to fit the data in the field, and take no space if the field is empty. Merge fields are for display and printing only. You cant enter data into merge fields.
The data in all records for the fields Last Name, First Name, Company, and Membership Type appears in the List of Members layout. The completed layout is displayed in Preview mode, which shows items as they will appear when printed.

Create a label layout

In this section, you will use the New Layout/Report assistant to:
create a label layout select fields to include on the labels
Creating lists, mailing labels, and form letters

Create the label

1. Choose Window menu > MyFile06. 2. Choose View menu > Layout Mode. 3. Choose Layouts menu > New Layout/Report. 4. For Layout Name, type Labels. 5. Select Labels for the new layout type. 6. Click Next. 7. Choose Avery 5160 from the Use label measurements for list. 8. Click Next.
5. Double-click Home Address 1 in the list, then press Enter
(Windows) or Return (Mac OS).
6. Double-click Home Address 2 in the list, then press Enter
7. Double-click City in the list. 8. Type a comma, then a space. 9. Double-click Country in the list.
Now you have set up the merge fields. Your label contents should look like this:
Now youre ready to specify the label contents.
Choose the fields that will appear on the labels
1. Double-click First Name in the list.
First Name moves to the Label Contents area. The insertion point flashes.
10. Click Next. 11. Click View in Layout mode. 12. Click Finish. 13. When you finish viewing your label layout, choose View menu >
Preview Mode. Your labels should look like those in the sample file.

Create a form letter

Look at the sample letter
1. Choose Window menu > Sample06. 2. Choose View menu > Browse Mode. 2. After First Name, type a space. 3. Double-click Last Name in the list. 4. After Last Name, press Enter (Windows) or Return (Mac OS). 3. Choose Welcome Letter from the Layout pop-up menu. 4. Flip through the records and look at the letter. You might need to

scroll down to see all of it.
5. Notice the personalized address and salutation for each record.
This moves the cursor to the next line.
6. Also notice that the wording in each letter is the same, except that
7. On the layout, click the Header tab, then press Backspace
the company name for each record appears in the first paragraph. The text flows around the company name, regardless of its length. This letter is ready to print, for every record in the database.
(Windows) or Delete (Mac OS).
8. Click the Footer tab, then press Backspace (Windows) or Delete
(Mac OS). This letter will not use a header or footer.
9. Drag the Body tab down to about 11 inches.
About form letter layouts
The letter is simply a layout containing text, merge fields, and a graphic.
1. Choose View menu > Layout Mode. 2. Click anywhere on the text.
When you release the mouse button, you will see the page boundary. If you dont see the page boundary, drag the Body tab down further.
You see the handles in the corners of the entire text block. All of the text is in a single text block.
3. Notice that Company is a merge field in the body of the letter.

Body tab Page boundary

The address and salutation also use merge fields.
10. Now drag the Body tab up to just above the page boundary.
To create this letter, you will:
The page boundary line will disappear. Dragging the body tab above the page boundary limits your form letter to a single page.
11. Use the scroll bar at the bottom of the screen to scroll a few
create a blank layout create a text block to contain your letter add merge fields for the recipients name and address type the letter customize the letter with the recipients company name add the closing
inches to the right. You see a heavy dotted line along the right side. This is the right-side page boundary. Your letter will be within these boundaries.
12. Scroll back all the way to the left. 13. Scroll up to the top of the layout.

Create the text block

You will create a text block with a 2 inch margin on all sides.

1. Click the text tool

Create a one-page blank layout
1. Choose Window menu > MyFile06. 2. Choose View menu > Layout Mode. 3. Choose Layouts menu > New Layout/Report. 4. For Layout Name, type Welcome Letter. 5. Select Blank layout for the new layout type. 6. Click Finish.
2. Drag a rectangle starting about 2 inches from the top left side of the layout, and ending about 2 inches from the bottom right side, as indicated by the page boundary lines.
When you release the mouse, the insertion point flashes in the top left of the text box. You will type the letter inside this box.
In your own letters, you can use more fields (for example, a title field) for a more elegant salutation.
4. Type a comma and two line spaces. 5. Type the letter: The Corporate Travelers Club welcomes you and your company to our organization.
The text tool is selected
We look forward to doing business with you and hope you have many pleasant trips with us!
Customize the letter with the company name Add the address
1. Choose Insert menu > Merge Field. 2. Select First Name in the list and click OK. 3. Type a space. 4. Choose Insert menu > Merge Field. 5. Select Last Name in the list and click OK. 6. Move to the next line (enter a line space): 1. Click after the word company in the first paragraph. 2. Type a comma and a space. 3. Insert a merge field for the company name. 4. Type another comma.

Add the closing

1. Click at the end of the text and enter two line spaces. 2. Press tab several times to go to the center of the text block. 3. Type Sincerely, then enter four line spaces. 4. Press Tab several times to align the insertion point with Sincerely, and type John Jones. 5. Enter a line space, then press Tab again to align the cursor with the
Windows: Press the Enter key above the Shift key on the keyboard. Mac OS: Press Return.
7. Add merge fields for the street address, city, and country, with
appropriate spaces, new lines, and punctuation.
previous lines of text, then type President. Your layout should look like the letter in the sample file.
6. Choose View menu > Browse Mode to see your letter.

Type the letter

1. Press Enter (Windows) or Return (Mac OS) twice to create two
line spaces at the end of the address.
2. Start the salutation line: type Dear and a space. 3. Insert merge fields for the first and last name, separated by a space.
It should look like the letter in the sample file without the letterhead. See lesson 5 to learn how to add a logo.

13. Click OK to close the Define Database dialog box.

Field list

The Renewal Fee field appears at the bottom of the layout. Depending on the size of your screen, you may need to scroll down to see it. Your calculation formula is now complete. When data is entered in the Membership Type field, FileMaker Pro will compare it to the word we are testing for, Continuing. The test is true if it matches this word, and the calculation will return your first result, 100. If it doesnt match, the test is false, and the second result is returned.

Formula list

Replace these placeholders with your calculation

Test your calculation

To see if your calculation works, try changing the value in the Membership Type field to Continuing, and notice the result in the Renewal Fee fieldit should change as the membership type changes.
Verify the type of data to be returned by the calculation
8. Select the placeholder test and type Membership Type =
Continuing exactly as it appears here.
9. Select the placeholder resultOne, and type 100. 10. Select the placeholder resultTwo, and type 200. 11. Make sure the calculation result is set to Number.
Automatically enter a serial number
FileMaker Pro lets you automatically enter certain types of datafor example, incremental numberswhen you create a new record.
Look at a serial number example
1. Choose Window menu > Sample07. 2. Go to the last record in the database.
The completed calculation
3. Locate the Member Number field, and note the current number of

this record.

4. Create a new record by choosing Records menu > New Record.
The value in the Member Number field of the new record is increased by one.

12. Click OK.

Note If you did the first activity in this chapter, you will notice that the value in Member Number is 32, even though there are now 31 records in the Sample07.fp7 database. FileMaker Pro continues to increment serial numbers even if intervening records have been deleted, such as record 31 in this case.
To learn how to change the position of the new field, see lesson 5.
11. When you are finished with this lesson, close each open file by
Create a eld for serial numbers
1. Choose Window menu > MyFile07. 2. Choose File menu > Define > Database. 3. In the Define Database dialog box, click the Fields tab if it is not already selected. 4. For Field Name, type Member Number. 5. Select Number as the field type. 6. Click Create. 7. Click Options. 8. Select Serial number on the Auto-Enter tab. You dont need to
You have learned how to simplify data entry by defining and formatting value lists, calculation fields, and auto-entered serial numbers. For more information on calculation fields and field auto-enter options, as well as defining and formatting value lists, see FileMaker Pro Help.

1 a subsummary part in the report layout for each level of detail you want
to break out. The New Layout/Report assistant creates these for you.
1 a field or fields to group records by. These fields are referred to as

break fields.

records sorted by these break fields, in the order the subsummary parts appear on your report layout.
Create a subsummary report
To create the Membership Type Report:
1. Open the Tutorial folder on your hard drive. 2. Open the Working Files folder. 3. Open MyFile09.fp7. 4. In Layout mode, choose Layouts menu > New Layout/Report. 5. For Layout Name type Membership Type Report. 6. Select Columnar list/report for the new layout type and click Next.
Select the fields used in this report 1. Select the first field to be used in this report, Membership Type, and move it to the Layout fields list.
2. Select and move the Last Name field. 3. Select and move the First Name field.

4. Click Next.

Creating and running reports
5. Move the Membership Type field to the Report categories list to organize the records by membership type.

8. Click Next.

Membership Type is referred to as a break field because you are using the contents of this field to break the records into categories for your report.
6. Click Next. 7. Move the Last Name field to the Sort order list.
Select a theme and create the header and footer 1. Select the Standard theme to set the text size, color, and style of the finished report.
2. Click Next. 3. Go to the Top center list in the Header area and select Large Custom Text. 4. Type Membership Type Report for the header of the report and click OK. 5. Go to the Bottom center list and select Page Number to number the pages in the reports footer.
This sorts the records in each group of membership types alphabetically by members last names. Notice that the break field Membership Type appears automatically at the top of the Sort order list to enable FileMaker Pro to group records by this category.
provides a grand total of these fees
1. To view the finished sample report, choose Window menu >

Sample09.

2. Choose Scripts menu > Membership Fee Report to generate the

membership fee report.

3. Examine the resulting report.
As in the previous example, the members are grouped by membership type. Additionally, the fees collected for each membership type are subtotaled beneath those members names, and a grand total of all fees appears at the bottom of the report.

6. Click Next.

Create a script to run this report again 1. Click Create a script.
2. Leave Script Name as it appears. Click Next. 3. Click View the report in Preview mode if it is not already selected. 4. Click Finish.
Your finished report should look like the report pictured on page 47.

Subtotals

Generate a report with grouped data and totals
In the previous exercise, you created a report that grouped data in categories based on common field values. In this exercise, you will create a similar report that also includes subtotals for each category and a grand total for the entire report.

This subsummary report:

Grand Total
groups the members by membership type subtotals the fees collected for each membership type
4. Click the Continue button to complete the script and return to the

Data Entry layout.

A report with grouped data and totals requires the same elements as a report with grouped data: a subsummary part in the report layout for each category, a field or fields to group records by, and a sort of the database by these fields. Two additional elements are also required:
2. Select and move the Last Name field. 3. Select and move the First Name field. 4. Select and move the Fee Paid field. 5. Click Next. 6. You want to organize the records by Membership Type. Move this field to the Report categories list. 7. Click Next. 8. Move the Last Name field to the Sort order list to sort the records
a grand summary layout part summary field(s) to display totals, averages, or counts
Create a report with grouped data and totals
To create the Membership Fee Report:
1. Choose Window menu > MyFile09. 2. In Layout mode, choose Layouts menu > New Layout/Report. 3. For Layout Name, type Membership Fee Report. 4. Select Columnar list/report for the new layout type and click Next. 5. Select Report with grouped data and then select Include subtotals and
in each group of membership types alphabetically by members last names.

9. Click Next.

Include grand totals.
Specify subtotals and grand totals A summary field is a type of field you can specify when you define fields. Summary fields allow calculations across all of the records in your found set. In general, when you need to total data across a number of records, you must use a summary field.

to display the Edit Relationship dialog box.
5. In the Members table, select Allow creation of records in this table via
this relationship. This lets you add a name to the Members list.

Select this checkbox

6. Click OK, then click OK again to close the Define Database dialog box. 7. Choose View menu > Layout Mode. 8. Click the portal tool
and create field labels for the First Name and Last Name field labels above their respective fields in the portal.

4. Use the text tool

The portal should look like this when you are done.
and draw a box to hold the list of

names.

9. In the Portal Setup dialog box, show related records from the

Members table.

10. Leave the initial row value at 1. Change the Number of rows in the portal value to 7.
Each row displays one matching member record.
11. Select Show vertical scroll bar. 12. Click OK. 5. Choose View menu > Browse Mode to view your list of members. 6. Test your new structure: type the name of a new member at ABC
Add the fields in the portal 1. In the Add Fields to Portal dialog box, select the First Name field and move it to the Included fields list.
2. Select and move the Last Name field. 3. Click OK.
Company, then look to see if it appears in the Data Entry layout. (It will be the last record.)
7. When you are finished with this lesson, Exit or Quit
FileMaker Pro to close all open files.
You have seen how to use and create simple relationships. This tutorial covers just the basics; there are many important points to consider when building a relational database system. Be sure to read chapter 3 in the FileMaker Pro Users Guide and the relational information in FileMaker Pro Help before using relationships in your own files.
Lesson 11 Keeping your data safe
Power failures, disk problems, and other unexpected computer problems can happen to anyone at any time. To help prevent data loss, regularly back up all important documents on your computer, including your databases. In this lesson you will learn:

5. Click Save.

Important Next time, back up to a different disk or volume. Never back up over the only or most recent copy of your file. You should have several different backups at all times.
how and when to back up your database where to learn about other ways to protect your files

When to back up

You should back up:
How to back up your database
There are many ways to back up a file. This is one way.
1. Determine the size of the database:
as often as necessary to be sure you can restore all of your data in an emergency. before you make a major or irreversible change like deleting records, deleting a field, or replacing data using the Import or Replace features. Remember, it takes far less time to back up a file than it does to recreate a lost or damaged file!

Windows: Right-click the icon for the file, then choose Properties. Mac OS: Click the icon for the file, then choose File menu > Get Info.
2. Identify a disk or volume that has enough available space for a

copy of the database.

3. Open the database you want to back up. 4. Choose File menu > Save a Copy As.
This lesson has shown you one way to protect a database. For other ways to prevent and overcome difficulties with your files, see FileMaker Pro Help.
Accept the default filename for your copy, or change the name Select the disk and folder where you want to save your copy
Save a copy of current file

1. Choose File menu > Open Remote. 2. In the Open Remote File dialog box, select View for a list of hosts.

Price $29 $32

Client Name Andre Common Phone Invoice ID 818-555-1234 12345
Prod ID Product ET3 Travel bag ET4 Travel book
Choose Favorite Hosts Local Hosts Hosts Listed by LDAP
To display Hosts you previously added as favorites FileMaker Pro hosts on your TCP/IP subnet FileMaker Pro hosts available through the specified LDAP server
To enter data in a database table, you make a new record and enter values into the elds that belong to that record. Values can be typed into a eld, imported from another application, or entered in a number of other ways.
3. To see the available files from a host, select the host. In the
Available Files list, select the file you want to open. Or, for Address, type the network path (for example, fmnet:/hostIPaddress/fileName).

4. Click Open.

Using databases
You might be required to enter an account name, password, and domain name (Windows only), depending on how FileMaker Network Sharing is configured on the host. To open a file as the host, see Enabling file sharing and hosting files on page 74. Note You can open a FileMaker Pro for Windows le on the Mac OS, and vice versa. If you intend to move les across platforms, its best to include the.fp7 extension in the lename. If you add or remove lename extensions, you must re-specify the le references for related les and les with external scripts.
The original database window, in which you can search the records
Opening multiple windows per file
You can open more than one window per le. This allows you to view the same layout in separate windows, or simultaneously view different layouts in the same le. You can perform nd or sort operations independently in the different windows. To open an additional window, choose Window menu > New Window. Another window appears. Initially, the window displays the same layout, sort order, and found set as the previously active window.
A second window, in which you can perform a different search on the same found set
To view a different layout in the new window, choose a layout from the Layout pop-up menu in the status area. For information on nding records, see Finding records on page 23. For information on sorting records, see Sorting records on page 30. For more information about opening multiple windows, see Help.

To select a related record in a portal, select the portal row (click inside the row but outside any elds in the row). For information about related records and portals, see chapter 3, Working with related tables and les.
1 Click the current record number, type the record 1
number you want, then press Enter (Windows) or Return (Mac OS). Press Esc, type the record number, then press Enter or Return.
To move Quickly through records
Do this Drag the slider right or left to move forward or backward.
Note If a le is locked or write-protected, or if you dont have access privileges to create records, FileMaker Pro will not add or duplicate records. If the eld is dened to automatically enter eld values, you see those values entered in the new record. See Dening automatic data entry on page 45. To enter or change values in the new record, see Entering and changing data in elds on page 22.
Through records in Use the scroll bar on the right side of the window. View as List or View as Table To a record with a unique value that you know See Finding records on page 23.
Adding and duplicating related records
If youre working with records in related tables, you can add records to a related table when you enter data in a record in the current table. Note You can only add related records from the current table if the relationship is defined to allow the creation of related records. If a related table is in a write-protected file, or if you dont have access privileges to create records, FileMaker Pro will not add or duplicate records. (See Creating relationships on page 68.)
To Add a record to a related table Do this in Browse mode
For more information about viewing records, see Help.
Adding and duplicating records
When you add or duplicate records, FileMaker Pro stores new records at the end of the current table. In Browse mode, you see the new record after the current record, or after the last record in the found set (the set of records made active by a find request).
1 If records are sorted, the new record appears immediately after the

current record.

1 If the related field is in a portal, type data into the field 1 If the related field isnt in a portal, type data into the
field, then press Enter. Be sure no records in a portal are selected, then choose Records menu > Duplicate Record. Select the record in the portal, then choose Records menu > Duplicate Record. in the last (empty) row of the portal, then press Enter.
1 If records are unsorted, the new record appears after the last record
in the found set. For more information, see Sorting records on page 30.
To Add a new blank record Do this in Browse mode Choose Records menu > New Record. You see a blank record with one field selected.
Duplicate a record that is displaying related data Duplicate a related record in a portal

Choose a layout with fields you want to search on Type Find criteria in fields
Click the arrow to see the operators Click to begin searching

Making a nd request

To make a find request:
1. Go to a layout that has fields you want to enter criteria in.
4. Click Find in the status area, or choose Requests menu > Perform
Find. You can do one or more of the following during or after performing a find request:

To Do this

You can change layouts and enter criteria on more than one layout.
2. Choose View menu > Find Mode. 3. In the find request, select a text, number, date, time, timestamp, or
calculation field to use for finding, then type a value in the field. You can use the Symbols pop-up menu to help you enter criteria that include operators.
Cancel a find operation before it is Press Esc (Windows) or 2-period finished and leave the previous found (Mac OS). set unchanged Change or refine criteria after performing a find request Narrow an existing found set Broaden an existing found set See Viewing, repeating, or changing the last find on page 29. See Constraining (narrowing) a found set on page 27. See Extending (broadening) a found set on page 28.
To Show all records again
Do this To find In Browse mode, choose Records menu > Show All Records. In Find mode, choose Requests menu > Show All Records. You dont need to choose Show All Records before performing finds. FileMaker Pro always searches all records in the tables you specify unless you have narrowed the existing found set.

Type this in the field

Examples finds , and ,
Words that contain specific The characters. characters in a Japanese field A phrase or sequence of characters The text, including spaces and punctuation, between the double quotation marks (").
"Marten and Jones Interiors" finds Marten and Jones Interiors but not Jones and Marten Interiors ", Ltd." finds all companies with ", Ltd." in the name, but not those without the comma.
Open another window in order to Choose Window menu > New Window. perform different find requests on the same data
Finding text and characters
Search for text in text elds, or in calculation elds that return a text result. Unless you search for phrases and exact matches, the eld can contain other values in addition to the one(s) you specify, and the values can be in any order. For example, typing hotel in a eld named Accommodation nds records for Hotel, Discount Hotel, and Hotel, Luxury.

Finding records that match multiple criteria
You can narrow or broaden your search by using more than one criterion.
Records matching all criteria specified (logical AND search) To narrow your search, enter criteria in as many elds as needed to make your request specic, then click Find.

Records in table

Invoice ID Name Item ID I100 I202 I153 I229 I448 E154 Alvarez Item Computer Desk Lamp Bookcase Chair Invoice ID Name Item ID I202 I443 I153 I288 I100 E153 Tang Item Invoice ID E152 Desk Name Durand Long table Lamp Item ID Item Round table I384 Swivel chair Computer I554 Panels I288 Round table I100 Computer I448 Chair
You can narrow nd results incrementally, looking for more specic detail as you search your database. See the next section.
Constraining (narrowing) a found set For example, after searching for all of the employees who work in Sales, you can narrow the search to find all of the employees in Sales named Alvarez:
1. In Find mode, perform a find to find all of the employees who
work in Sales. FileMaker Pro displays the found set in Browse mode.
2. Switch back to Find mode and type the criteria to narrow the
search (type Alvarez in the Last Name field).
3. Choose Requests menu > Constrain Found Set.
The found set now consists of employees in Sales named Alvarez.
Records that match at least one of the sets of criteria, but not necessarily all (logical OR search) To widen your search, enter criteria in the rst request. Choose Requests menu > Add New Request. Enter the second (set of) criteria. Continue adding requests for each (set of) criteria, then click Find.
Examples: To include customers in New York and customers in Paris in the found set, type New York in the City field in the first request, then type Paris in the City field in the second request.
Records that match one set of criteria but not another To narrow your search by excluding records that meet specied criteria (for example, to nd vendors in New York state that are not in New York City), see Finding some records while omitting others on page 28.
Finding records except those matching criteria
You can exclude (omit) records while performing a nd. In other words, you can nd information in your database that does not equal your specied criteria. For example, you can nd all invoices except those created in the past 30 days.
To include companies with more than 100 employees and companies with more than $100 million in assets, type >100 in Number of Employees in the first request, then type >100,000,000 in Capitalization in the second request.

1. In Browse, Find, or Layout mode, choose

Select

An option in Search In Browse and Find modes, search within all fields in the within current layout or just in the current field.
4. Click one of the buttons to perform the type of find/replace

operation you want.

Click Find Next Replace & Find To Search for and select the next occurrence of the Find what data. If there is selected data that matches the Find what data: Replace the Find what data with the Replace with data, search for and select the next occurrence. If there is no selected data that matches the Find what data: Search for and select the first occurrence of the Find what data. Replace Replace All Replace the Find what data with the Replace with data. Replace all occurrences of the Find what data with the Replace with data. At the end of the Replace All operation, you see a summary of the number of occurrences found and replaced.
Edit menu > Find/Replace > Find/Replace.
2. In the Find what box, type the data you want to search for. In the
Replace with box, type the replacement data. You cant replace data in fields that are formatted as pop-up menus, radio buttons, or checkboxes. These fields will be counted and reported as skipped at the end of a Replace all operation.
3. Set the search options you want to use.

Select To

An option from the Choose the search direction: Forward, Backward, or All. Direction list Match case Search for only those occurrences in which the capitalization matches the data you specified in the Find what box. Note In files that contain Japanese data, a find with the Match case option cleared does not simultaneously find both the half-width and full-width version of the same character. To comprehensively find and replace both characters, make sure you perform separate finds for both the half-width and full-width character. Match whole words only Search for only those occurrences that are whole words or are bounded by spaces and/or punctuation characters.
For more information about nding and replacing data, see Help.

Sorting records

FileMaker Pro stores records in the order they were added to the le. Sorting temporarily rearranges records, so you can view, update, or print them in a different sequence. You choose the elds whose contents you want to sort by. The rst sort eld arranges the records based on the elds contents. The second sort eld arranges records when two or more records have the same value in the rst sort eld, and so on. You can sort records in ascending order, descending order, or in a custom order.

1. Determine the purpose for your database, or the problem you want to solve. For example, to keep a list of my customers, to manage my inventory, or to grade my students.
categories are related. This can be done by writing simple sentences that describe how the categories interact, such as, teachers teach classes, students are assigned to classes, and students complete assignments. Each of these pairs suggests a relationship between the data in one category and the data in the other category.
4. Once youve identified your categories of information, you are
ready to organize your database. In database terminology, these categories of information are referred to as tables. Tables are used to group data containing a common element or purpose. For example, you might use one table to store names and addresses, while you use another table to store transaction details, such as date of sale, item number, unit price, and so on. Typically, databases are organized in one of three ways:
If other people will use the database, be sure to talk with them about the data they will need.
1 A single table in a single le. Use a single table if you need to track data in one category only, such as names and addresses. 1
Multiple tables in a single le. Use multiple tables if your data is more complex, such as students, classes, and grades.
Multiple tables in multiple les. Use multiple les if you need to share the same data among several different database solutions. For example, you can store your tax rates or shipping information in a separate le if you plan to use that information in more than one solution.
Client ID Client Name Street City Postal Code Phone Tour ID Tour Name
Route ID Origin Destination
Tour ID Tour Name Route ID Origin Destination
Use relationships to share data between tables in the same le or with tables in external les. Other database elements, such as scripts and access privileges, are stored at the le level; therefore, some complex solutions will benet from using multiple les.
5. Determine the database tables and the data they will include, and,
in turn, which fields you will need. Tip To make it easy to search and sort records, create separate elds for rst and last name, titles, (like Mr. or Dr.), and items in addresses (city, state or province, country, and postal code). Separating your data into multiple elds at the time of data entry can make it easier to generate future reports. For example, using separate elds to capture transaction details such as the date, item number, quantity, and unit price of each transaction makes it easier to compile summary and subsummary reports at the end of a week, month, or year.

The value in a summary eld can change depending on where you place the eld on a layout, how many records are in the found set, whether the records are sorted, and which mode youre using. If youre modifying a layout that contains a summary eld, you must know about layout parts to get the results you want (see Working with parts on a layout on page 59).
5. For Type, select Summary, then click Create.
10. To select indexing and global storage options for the field, click
6. In the Options for Summary Field dialog box, select a summary
Storage Options, select options in the Storage Options dialog box, then click OK.
11. Click OK to close the Specify Calculation dialog box. 12. Continue to define fields, or click OK.
type, then select the name of the field you want to group by.
Select this type of summary Total of Average of To summarize values in a field in the found set of records by Calculating the total of values in the field Calculating the average of values in the field Counting the number of records that contain a value for the field. For example, if a field contains 100 values (one value for each record), the result of the count is 100. Finding the lowest number, or the earliest date, time, or timestamp for a field Finding the highest number, or the latest date, time, or timestamp for a field
For more information about dening calculation elds and the use of context in calculations, see Help.

Count of

Dening summary elds
Use summary elds to calculate values such as subtotals, averages, and grand totals across multiple records. For example, a summary eld can display in a report the grand total of all sales in the month of May. Tip Use the New Layout/Report assistant to quickly create a report with grouped data (data in a summary eld). See Creating layouts and reports on page 48.

Minimum Maximum

Standard Deviation of Finding how widely the values in a field differ from each other. This option calculates the standard deviation from the mean of the values in a field. (The formula is n-1 weighted, following the normal standard deviation.)
Select this type of summary Fraction of Total of
To summarize values in a field in the found set of records by Calculating the ratio of the value in the field to the total of all the values in that field. For example, find what fraction of total sales can be attributed to each salesperson.

For this summary type

To Calculate population standard deviation, where the formula is n-weighted
Standard Deviation of by population

Fraction of Total of

Choose a summary type Select an option for the summary type
Choose the field you want to group by
Subtotaled. In the list of Calculate a fraction of the fields that appears, select a total based only on a field to group by. (When group of records you return to Browse mode, sort by this field to calculate the value correctly.)

Manually resize column widths by dragging

Toolbars

Note If an objects selection handles are gray instead of black, the object is locked.
To select One object Several objects at once In Layout mode, do this With the arrow pointer, click the object. (If the object is transparent, click its border.) Drag the arrow pointer to make a selection box that completely surrounds the objects. (If you press Ctrl (Windows) or 2 (Mac OS) while dragging, the selection box does not have to completely surround the objects.) Or, press Shift as you click each object individually. All objects on the layout All objects of the same type (for example, all text objects or all rectangles) Choose Edit menu > Select All. Choose View menu > Toolbars > Arrange to show the Arrange toolbar. Select an object, then click the Select Objects by Type button in the Arrange toolbar. Or, click the tool for the type of object to select, then choose Edit menu > Select All. (This method does not work for buttons, fields, and portals.) With the arrow pointer, click a field, press Shift (Windows) or Option (Mac OS), and choose Edit menu > Select All (Windows) or Select Same (Mac OS). Or, select a field, then click the Select Objects by Type button in the Arrange toolbar. A portal With the arrow pointer, click the border of the portal, or any other area within the portal that doesnt contain a field or object. Click a blank area of the layout or any tool in the tool panel. Or, press Shift and click selected objects.

Selection tool

Tool panel in Layout mode
Note If you dont see the tool panel at the left side of the document window, the status area might be hidden. Make sure youre in Layout mode (choose View menu > Layout Mode), then click the status area at the bottom-left corner of the document window. control

All fields

Selecting objects
To work with an object on a layout, select it in Layout mode. You see small black squares, or handles, at the corners of the selected object.
Handles appear at the corners of a selected object
Deselect selected objects
To select an object, click the selection tool in the tool panel. The pointer becomes an arrow pointer. Then do one of the following:
For more information about working with objects on a layout, see Help.
Working with fields on a layout
After you create a layout, you can place new elds on it, remove elds you dont want displayed, and determine the format in which you want data displayed. Fields on a layout are objects, which you can select, move, resize, and reshape. In Layout mode, each eld displays its eld name, formatted with its attributes for font, size, style, alignment, line spacing, and color. All elds except container elds display text baselines to indicate where the data appears in Browse mode and to help you align elds with each other.

Prevent entry into a For Allow field to be entered, clear In Browse mode, In field in Browse mode, Find mode, or both options. in Find mode, or in both modes Select the entire fields Select Select entire contents of field on entry. (Allow field contents when the to be entered must also be selected.) field is entered Specify a text input mode for a field that uses a Japanese input method. Note This option is available if your operating system is configured to support Japanese text entry. Control how you move Select Tab key, Return key, Enter key, or any to the next field using combination of the options. the keyboard Select Set input method to, then select an input mode from the list.
Layout part Footer Header Body Subsummary Trailing Grand Summary Footer

Agent Name

Description Appears at the bottom of every screen or page (unless you add a title footer). You can have only one footer in a layout. Appears only once at the bottom of the first screen or page and replaces the normal footer (if one is specified). You can have only one title footer in a layout.

Title footer

Product ID Qty Amount
To include summary data on a layout (for example, subtotals, grand totals, averages, counts, and so on), you place summary fields in summary layout parts (see Defining summary fields on page 43). Summary parts include grand summary and subsummary parts.
A subsummary below the body summarizes data for each group of records sorted on the break field (Agent Name) Trailing grand summary Footer
1 A grand summary part usually contains one or more summary elds that display summary information (like totals) about all records being browsed. 1
A subsummary part usually contains one or more summary fields that display subsummary information (like subtotals) for a subset of records. The records are grouped (sorted) by values in another field, the break field. Whenever the value of the break field changes, the report breaks and FileMaker Pro inserts the subsummary part.
Sophie Tang Sophie Tang Sophie Tang
EveryWhere Travel Confidential

In the relationships graph, the symbols that define the match criteria between one or more pairs of fields in two tables. These include: equal (=), not equal (), greater than (>), greater than or equal to (), less than (<), less than or equal to (), and all rows, or cartesian product (X). Relationships provide access to data from one table to another. Relationships can join one record in one table to one record in another table, one record to many other records, or all records in one table to all records in another table, depending on the criteria you specify when you create the relationship in the relationships graph. (A relationship is sometimes called a link or a join expression.) In the Relationships tab of the Define Database dialog box, you can see the occurrences of tables both in the current file and from any external, related database files. In this relationships graph, you join tables and change relationships between fields in different tables. When you create a new table, a visual representation, or occurrence, of the table appears in the relationships graph. You can specify multiple occurrences (with unique names) of the same table in order to work with complex relationships in the graph.

Relationships graph

Source file Source table

Related field

The file from which you add a table to the relationships graph. The table upon which one or more tables in the relationships graph are based. The source table is the table defined in the Tables tab of the Define Database dialog box.
About the relationships graph
When you work with tables in the relationships graph, you are using them to organize your view into your data. Each table occurrence in the relationships graph represents a separate view into your data. When you join two tables, you are leveraging the two existing views to create a third view. As you add tables to your relationships, each successive table represents an additional set of criteria that must be met before related data can be accessed in that relationship. You can create a relationship between any two tables in the relationships graph, but the relationship must not create a cycle, or closed loop between tables. That is, each series of relationships must have a starting table and an ending table, and those tables must be different tables. Because each relationship represents an additional set of criteria, you must be aware of your context within the relationships graph. Context is the point in the graph from which a relationship is evaluated. Because the graph is never a cycle, each point along the graph offers a different perspective into your data. Since FileMaker Pro does not permit you to create cycles within the relationships graph, any attempt to create a cycle causes FileMaker Pro to generate a new, uniquely named table occurrence. This new occurrence functions like any other occurrence in the graph and allows you to continue with your new relationship. For more information about the relationships graph, see Help.

the Phone Numbers table in each new related record. This allows many records in the Phone Numbers table to be related to a single record in the Clients table.

Portal

First Name Last Name Address1 Address2 City State Phone Numbers Phone Number Phone Number Type Client ID
Enter a phone number in empty portal row
Users will be able to enter a phone number in an empty portal row, and FileMaker Pro will automatically create a related record for that phone number.
Multi-criteria relationships
Text field Text field Number field. Match field for the Phone Numbers table
The Client ID eld is the match eld in the relationship between the two tables. In the Clients table, the Client ID eld is set to automatically enter a serial number, giving each record in the Clients table a unique ID number. In the Phone Numbers table, the Client ID is just a simple number eld. Because the relationship is dened to allow the creation of related records in the Phone Numbers table, the Client ID number from a Clients record will be automatically inserted in the Client ID eld in
In a multi-criteria relationship, you increase the number of match elds, which increases the criteria that FileMaker Pro evaluates before successfully joining related records. In a multi-criteria relationship, FileMaker Pro compares the values from each match eld on each side of the relationship in the order in which the elds appear. This is known as an AND comparison; to match successfully, every match eld must nd a corresponding value in the other table. Use a multi-criteria relationship when you want to relate two tables based on more than one common value, such as a client ID and a date.
Table Match fields Match fields
Field name Client ID Rental Date Equipment ID
Comment Number field. One of the match fields to the Clients table Date field. The other match field to the Clients table Number field
In this relationship, both Client ID and Rental Date are match elds to the Rental Line Items table. A record in the Clients table with a Client ID value of 1000 and a Rental Date value of 10/10/2004 will only match those records in the Rental Line Items table where both elds Client ID and Rental Date have values of 1000 and 10/10/2004, respectively. If Client ID elds in both tables have matching values, but Rental Date elds in both tables do not, no related records are returned by the relationship. For example, a travel equipment rental database has three tables: Equipment, a static table that stores equipment rental inventory; Clients, which stores client names and addresses; and Rental Line Items, which stores a record of each equipment rental, including the equipment ID, the client ID, and the rental date. The purpose of this database is to track equipment rentals and display all rentals by a selected client on a selected date. Although the database uses three tables, the multi-criteria relationship is between the Clients and Rental Line Items tables. These tables have the following elds:

1 Layout access. Prevent users from modifying layouts in Layout mode. 1 Access to value lists and scripts. Prevent users from accessing and modifying value lists and scripts, and from running scripts.
Accounts, privilege sets, and extended privileges
Accounts authenticate users who are attempting to open a protected file. Each account specifies an account name and usually a password. Any user that cannot specify valid account information wont be able to open a protected file. Each database file contains two predefined accounts: Admin and Guest. For more information, see About the predefined accounts on page 83. You may want to create an account for every individual who accesses a le, or you may want to create a small number of accounts that are shared among many individuals, such as a Marketing account and a Sales account.
You can create as many privilege sets as you need to define the types of access you want to permit to a file. For more information about privilege sets, see About the predefined privilege sets on page 83. Extended privileges determine the data sharing options that are permitted by a privilege set, such as whether a privilege set permits users to open a shared file or view a database in a web browser. The following table lists the default extended privileges that are available. (FileMaker as well as third-party developers may define additional extended privileges to manage access for other software products designed to work with FileMaker Pro or FileMaker Server.)
Extended privilege Access via FileMaker Network Determines if a privilege permits Opening a networked shared file (either a file hosted by FileMaker Pro or FileMaker Server) Accessing a database file from another application via ODBC or JDBC. Accessing a database file from a web browser via Instant Web Publishing. Accessing a database file with FileMaker Mobile software.
Create accounts for individuals when it is necessary to verify the identities of particular users and you want to manage access at an individual level.
1 Create shared accounts when you want fewer accounts to maintain
and you are less concerned about managing individual access to the database file. If you host files on FileMaker Server, you can create External Server accounts that obtain authentication information from an authentication server such as an Apple OpenDirectory or Windows Domain. For more information, see Creating accounts that authenticate via an external server on page 87. A privilege set specifies a level of access to a database file. Each database file contains three predefined privilege sets for common types of access levels: Full Access, Data Entry Only, and Read-Only Access. When you create a privilege set, there are many options available that you can use to limit database access, such as which layouts are viewable, which menus are available, and whether printing is permitted. Privilege sets can also restrict access to records or fields from particular tables within a file. Each account is assigned a privilege set, which determines the level of access when someone opens a file using that account.

Saving data automatically 16 files 16 shared files 73 Screen readers 8 Scripts converting scripts that switch windows 97 copying 16 described 34 performing 34 printing 33 Searching. See Finding records Secondary files. See Relational databases Security, file planning 84 Selecting objects 53 records 19 Selection tool 53 Self-joins 68 for summarizing data in portals 70 Server. See Host; FileMaker Server Settings. See Preferences Shared files See also Networks accounts 84 clients 73 host 73 in workgroups 79 limitations 73 on web 79 opening 14 privilege sets 84 saving 73 Single-page form layout. See Standard form layout Slider 19 Sorting records 25, 31
records in table format 18 related records 70 Standard Deviation for summary fields 43 Standard form layout See also Layouts described 49 Stopping lookups 72 Stored results 47 Strict data type 46 Strings, text. See Text, literal Subforms. See Portals Subsummaries See also Reports; Subsummary parts; Summary fields creating reports 49 printing 31, 32 Subsummary parts See also Subsummaries described 60 Subtotals. See Subsummaries; Summary fields Summaries. See Subsummary parts; Summary fields Summarizing data in related fields 70 Summary fields Average for 43 Count for 43 defining 43 described 40, 43 Fraction of Total for 44 Maximum for 43 Minimum for 43 on layouts 60 options for 44 Standard Deviation for 43 Total for 43 Summary parts. See Subsummary parts SYLK format 76 Symbols finding 24 underscore 39 Symbols pop-up menu 23
Table view, described 50 Tables defining 47 described 13 naming 48 viewing records as 17, 18 Tabs, inserting in fields 22 Tab-Separated Text format 76 Tagged PDF files 8 Templates creating files 38 described 38 suppress New Database dialog box 38 Text See also Fields attributes 56 fields 40 finding 25 formatting 56 rotating Asian text 58 selecting 53 Text fields described 40 entering and editing values in 22 Time fields described 40 entering and editing values in 22 Times finding 26 formatting 57 invalid 26 Timestamp fields described 40 entering and editing values in 22 four-digit years 22 Timestamps, formatting 58 Title headers and footers, described 60 Todays date, finding 26
Tools described 53 field tool 54 selection tool 53 Total for summary fields 43 Trigger fields. See Match fields True result 26, 40, 46, 56, 97
Web field name considerations 39 hosting databases on 79 Wildcards in searches 24 Windows closing 15 opening multiple 15 scripts that switch windows 97 Windows Domain 87 WK1 format 76 WKS format 76 Workgroups, sharing files 79 World Wide Web. See Web
Unauthorized users. See Accounts; Privilege sets Unstored results 47 Updating existing data during import 76 Upgrading files 91 URLs, opening 79 User dictionaries, preserving during file conversion 96

XML format 76

Validating field values 46 Value lists 22, 75 Values See also Field values finding duplicates 27 finding exact 25 Vertical writing 58 View as Form, described 17 View as List, described 17 View as Table, described 18 Viewing accounts 86 extended privileges 89 page breaks and page numbers in Preview mode 31 print area 31 privilege sets 86 Viewing records as forms, lists, or tables 17 Views for layouts 48 Virtual results 47