FileMaker Pro 9

Tutorial
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Contents

Lesson 1 FileMaker Pro basics How to use this tutorial Where to find the sample file Database concepts What is a database? Why use a database? How is a database organized? How is field data displayed? FileMaker Pro basics About FileMaker Pro modes For more information Lesson 2 Browsing information Open a database and move between records View information in different ways See a different layout View your layouts as forms, lists, and tables Save a copy of the sample file Create a file using a Starter Solution For more information Lesson 3 Finding and sorting records Find records based on criteria in a single field Find records based on criteria in separate fields Find records that match multiple criteria in the same field Find records that match a range of criteria in the same field Narrow your search Sort your found set For more information Lesson 4 Creating a database and entering records Create a simple database and define fields About field definitions Create a database Enter data into the database Create the first record Create another record Copy data with drag and drop Modify data in a record Delete a record Insert a file in a container field For more information Lesson 5 Customizing what you see About layouts and tables About customizing layouts Resize, move, and add a field Select and resize a field Move a field Add a field Add a tab panel Display a number as currency Add color to a tab panel Change text size and color Add a graphic to the layout For more information

FileMaker Pro Tutorial

Lesson 6 Creating lists, mailing labels, and form letters Create a columnar list Create mailing labels About label layouts Create a label layout Create a form letter About form letter layouts Create a one-page blank layout Customize the letter with the company name Add the closing For more information
Assign a script to a button Rename the button Test the button Find records using a script View the script For more information
Lesson 7 Simplifying data entry Enter data using value lists 37 Define a value list 37 Assign a value list to a field and display it as radio buttons 37 Generate values with a calculation field 38 Create a calculation field 38 Test your calculation 39 Automatically enter a serial number 40 Create a field for serial numbers 40 For more information 40 Lesson 8 Automating tasks with buttons and scripts Perform a task using a button Create the button Perform a series of tasks using a script About scripts Create a script to preview the Labels layout
Lesson 9 Creating and running reports Generate a report with grouped data About subsummary reports Create a subsummary report Generate a report with grouped data and totals Create a report with grouped data and totals Save and send a report as a PDF file For more information Lesson 10 Making databases relational Display a related record in a file Define a relationship to another table Display data from a related record Display a list of related records Create a portal to display matching records Add the fields in the portal For more information

| Contents

Lesson 11 Sharing and exchanging data About sharing data Enable FileMaker network sharing Opening a remote file About exchanging data Saving and sending data Supported import/export file formats About importing data Import data into the sample file For more information Lesson 12 Protecting data in FileMaker Pro Create an account and password About accounts Create a privilege set About privilege sets Create a custom privilege set For more information Lesson 13 Keeping your data safe How to back up your database When to back up For more information
Lesson 1 FileMaker Pro basics

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.
Current mode (Browse) Mode buttons Name of layout Filename
Use Browse mode to enter data and view records. Use Find mode to locate a record or a group of records quickly.
Number of the current record Fields

Mode pop-up menu

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:
Book icon Slider Record currently displayed Number of records Status area
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 save a copy of the database create a new database using a Starter Solution
Open a database and move between records
To open the sample database:
1. Open the Tutorial folder on your hard drive. For the tutorial folder
4. 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. 5. 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 click the current record number, type the record number you want, then press Enter (Windows) or Return (Mac OS). Tip The Records menu also provides commands to move between records. Choose Records menu > Go to Record and choose either Next, Previous, or Specify.
location, see chapter 1, Where to find the sample file.
2. Open Sample.fp7. 3. Notice that the database is in Browse mode. FileMaker Pro
defaults to Browse mode when a database is opened.
The current mode is identified at the top of the status area

Switch between form view, list view, and table view in the same layout to see how they are different.
1. In the sample file, switch to the Club List layout. You see many records, displayed as a list. 2. Choose View menu > View as Form.
View your layouts as forms, lists, and tables
You can view your layouts in three different ways: as a form, as a list, and as a table. List view shows your current layout as a list, with one record appearing beneath another.
Form view displays your current layout one record at a time.
You now see a single record, displayed in the same layout. Only the viewing option has changed.
3. Choose View menu > View as Table.
Table view shows you many records at one time in a grid.
The View as Table feature allows you to view many records at once in a grid.
4. Choose View menu > View as List to return to the original view of the Club List layout.
Generally, layouts can be toggled between form view, list view, and table view while the database is in Browse mode.
Save a copy of the sample file
You will use a copy of the sample file in the lessons ahead. To save a copy of the sample file:
1. Choose File menu > Save a Copy As. 2. Select the Tutorial folder as the location for the copy.

Select Business Finance

Sample Copy.fp7 is automatically entered for File Name.
3. Click Save. 4. Close the original sample file by choosing File menu > Close.

Select Purchase Orders

Create a file using a Starter Solution
FileMaker Pro Starter Solutions are pre-designed database templates. These files contain fields and are set up for tasks commonly performed in databases, such as creating purchase orders or expense reports. Starter Solutions contain no data and provide a quick way to start using FileMaker Pro right away. To create a file using a Starter Solution:
1. Choose File menu > New Database.
4. Click OK, then save Purchase Orders.fp7 in the Tutorial folder.
You see the Purchase Orders database, ready for you to add new records.
5. Browse the Layout pop-up menu to familiarize yourself with the layouts.
You will add data to this file in lesson 8.
6. When you are finished with this lesson, close the file by choosing
You see the FileMaker Quick Start Screen. If you do not see the Quick Start Screen, choose Edit menu > Preferences (Windows) or FileMaker Pro menu > Preferences (Mac OS). Under General, select Show Starter Solutions in FileMaker Quick Start Screen, click OK, then repeat step 1.
2. Select Create database using Starter Solution. 3. Select Business - Finance under All Solutions, then select Purchase Orders on the right.

File menu > Close.

You have opened a database, browsed through records, switched layouts, learned the differences between form view, list view, and table view, created a copy of a database that contains data, and created a new empty database from a Starter Solution. For more about browsing information in FileMaker Pro, see chapter 2 of the FileMaker Pro Users Guide.

Lesson 3 Finding and sorting records
Your database is a collection of records. Sometimes youll work with all of the records in the database (to mail out an annual catalog for each customer, for example). Often, however, youll work with a subset of your databasepeople who come from a particular city, for example, or records that fall within a particular range of dates. In FileMaker Pro, this process of searching for records that match particular criteria is called finding records. Once youve found the records you want to work with, you can change their order by sorting them. Records can be sorted in ascending or descending order. In this lesson, you will:
4. Right-click (Windows) or Control-click (Mac OS) the City field. 5. From the shortcut menu, choose Find Matching Records.
find records matching criteria in a single field and multiple fields find records matching a range of data narrow your searches by omitting records sort records in ascending and descending order
Choose this item from the shortcut menu
Note Verify that you have a copy of Sample.fp7 before beginning this lesson. See lesson 2 for information on accessing the Tutorial folder and making a copy of Sample.fp7.
Your find request returns records for four members who live in New York. This is the found set.
Find records based on criteria in a single field
In the membership database, find all of the members that are from New York City.
1. Open the Tutorial folder on your hard drive. 2. Open Sample Copy.fp7. 3. Notice that the database is in Browse mode and that the active
Number of records in the found set Total number of records in the database
layout is Data Entry. The first record is for a member from New York City.
6. Click the book icon or slider to view each of the four records in

the found set.

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.
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.
Use Find mode to perform more advanced searches. In Find mode, you create a find request using the fields in the layout you see. Type the criteria you want to search for directly into the fields on the request.

2. Type USA in the Country field. 3. Type New in the Membership Type field. 4. Click the Find button in the status area.
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 Mode is currently selected
1 Type the first search criterion into the appropriate field of the first find request. 1 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.

Find button

To find all members living in New York or London:
1. Choose View menu > Find Mode. 2. Type New York in the City field. 3. Choose Requests menu > Add New Request.
Lesson 3 | Finding and sorting records
Notice that the status area shows that there are two requests.

Number of requests

4. Type London in the City field of this second request. 5. Click Find in the status area.

Symbols pop-up menu

Your find request returns a found set of six records for six members who live in either New York or London.
Find records that match a range of criteria in the same field
Sometimes, you might want to find records that match a range of criteria within a single field. For example, you might want to find all of the records that fall within a one-month period, or locate all of the sales invoices numbered between 500 and 1000. To perform this type of search in FileMaker Pro, you use a special range symbol in your find request to specify the lower and upper limits of your find criteria. To find the members who paid their membership fees between January 1, 2008 and June 30, 2008:
1. Choose View menu > Find Mode. 2. Type 1/1/2008 in the Date Paid field. 3. In the status area, click the Symbols pop-up menu. Select range from the list, or type an ellipsis (.).
Your find request should now have 1/1/2008. in the Date Paid field.
4. Immediately after the ellipsis (.), type 6/30/2008.

5. Click Find.

Your search returns six records, for six members who paid their fees within the first six months of the year 2008.

Narrow your search

Sometimes, you might need to find records that match certain criteria while at the same time excluding others (for example, finding all of the records that were added in a given year except for those added in February, or finding all customers who reside in New York state except for those in New York City). You can perform these types of finds by using a combination of multiple find requests and omitting certain records.

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 2 of the FileMaker Pro Users Guide.
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:
4. For File name, type MyFile.fp7. 5. Click Save.
create a simple database define fields to hold different types of data create records enter data modify data delete records insert data in a container field
The Manage Database dialog box appears. By default, FileMaker Pro creates a table for you, with the same name as your file. You will now create fields to store information.
6. To create the first field, type First Name in the Field Name box. 7. Notice that the field type is Text.
Create a simple database and define fields

About field definitions

You create a field for each category of information you want, such as First Name or City. To find, sort, calculate, and display data correctly, the field type should match the kind of data it contains (text, number, date, and so on). For example, you cant search for text values in a field of type Number. You will learn about other field types in later lessons.
8. Click Create. 9. Type Last Name in the Field Name box, then click Create. 10. Type Fee Paid in the Field Name box, select Number from the

Name a field

Specify the field type

Create a database

1. Choose File menu > New Database. 2. If you see the FileMaker Quick Start Screen, choose Create empty
Type list, then click Create.
11. Type Date Paid in the Field Name box, select Date from the
database, then click OK. If not, go to step 3.
3. Go to the Tutorial folder and select it as the location for this file.
12. Type Container in the Field Name box, select Container from the
The completed record should look like this:

13. Click OK.

You see the empty fields in a new, blank record. Field labels identify the fields. Your file is ready for data entry.

Enter data here

Field labels

Create another record

1. Choose Records menu > New Record. 2. As you did for Jane Does record, enter data for John Smith, who paid 75 dollars on 2/2/2009.

8. In Browse mode, flip through the records.
If the field doesnt display all names completely, return to Layout mode and make the field larger.
9. Repeat this process for Last Name.

Move a field

1. Choose View menu > Layout Mode. 2. Click inside the Last Name field and drag it beside the First Name field.
In the next steps, youll align these fields.
3. Press Shift and click the First Name field to add it to your selection. Both the First Name and Last Name fields are selected.

Field tool

4. Choose Arrange menu > Align > Top Edges.

Drag the new field

The Last Name field moves until it aligns with the top of the First Name field.
5. Drag the Last Name field label above the Last Name field. 6. Drag the First Name field label above the First Name field. 7. Experiment with the Align commands to align the field labels with
3. In the Specify Field dialog box, select Member Since, select
Create Label, then click OK. The new field appears on the layout.
4. Resize the new field by dragging a right handle so the field is the
same size as the Date Paid field.

each other.

8. Choose View menu > Browse Mode to see your results.
Lesson 5 | Customizing what you see

5. Select the Text tool.

13. Choose View menu > Browse Mode to see the new field. 14. Choose Records menu > New Record.

Text tool

You see a year date entered in the Member Since field in the new record. The current year will be entered in the Member Since field in each subsequent new record.

Add a tab panel

1. Choose View menu > Layout Mode. 6. Select the Member Since field label and highlight the text. 7. Choose Format menu > Text. 8. Select 12 for Size, Plain for Style, and dark gray for Color.

Select Plain for Style

2. Select the Contact info tab panel.

Select 12 for Size

Select dark gray for color
3. Choose Format menu > Tab Control Setup. 9. Click OK. 10. Select the Selection tool
4. In the Tab Control Setup dialog box, enter Membership info for Tab Name. 5. Click Create, then OK.

Select Membership Types value list
1. Switch to Layout mode. 2. Select the Membership info tab panel to bring it forward. 3. Choose File menu > Manage > Database. 4. In the Manage Database dialog box, click the Fields tab if it is not already selected. 5. For Field Name, type Renewal Fee. 6. For Type, select Calculation to make this a calculation field.
7. Click OK. Your radio buttons should be visible in Layout mode.
Membership Type field formatted as radio buttons
8. In Browse mode, test your value list and buttons by clicking them.
Generate values with a calculation field
When you want FileMaker Pro to perform a calculation for you, for example to determine the amount of tax owed or the proper fee to be paid, you use a calculation field. Calculation fields are one of the FileMaker Pro field types. FileMaker Pro can perform simple and complex calculations.

Select Calculation

7. Click Create.
The Specify Calculation dialog box appears.
Lesson 7 | Simplifying data entry
8. Scroll through the list of functions in the upper-right corner of the Specify Calculation dialog box until you locate If (test ; resultOne ; resultTwo). Double-click this function so that it appears in this dialog box.
The completed calculation
This function has three parts: a test, a result if the test evaluates as true (result one), and a result if the test evaluates as false (result two). You will replace the placeholders test, resultOne, and resultTwo with the actual components of the calculation.

Field list Function list

If you receive an error message, make sure that all spaces and punctuation are identical to the formula shown above.
14. Click OK to close the Manage Database dialog box.
The Renewal Fee field appears at the bottom of the layout, below the Membership info tab panel. Depending on the size of your screen, you may need to scroll down to see it.
15. Select the Renewal Fee field and its label and drag them under the Member Since field. 16. Notice that the format of the Renewal Fee label does not match the format of other labels in the sample database. 17. Select the Renewal Fee label. 18. Choose Format menu > Text. 19. Select 12 for Size and Plain for Style, and dark gray for color.

1. Choose Data Entry from the Layout pop-up menu. 2. Choose View menu > Layout Mode. 3. Double-click the button you created earlier in this lesson. 4. In the Button Setup dialog box, select the Perform Script script step
Create a script to preview the Labels layout
1. Choose Scripts menu > ScriptMakerTM. 2. Click

to create a new script.

3. In the Script Name text box, type Preview Labels Layout. 4. Select the Go to Layout script step and click the Move button. (You
near the top of the list on the left.
can also select and move script steps by double-clicking them.)
5. In the Script Step Options area, select the Labels layout in Specify. 6. From the list on the left, scroll down and select the Enter Preview
Mode script step, and move it over to your script.

The finished script

7. Close the Edit Script dialog box, click Save, then close Manage

Scripts dialog box.

8. To run the script you have just created, choose Scripts menu >
Preview Labels Layout. FileMaker Pro displays the Labels layout and switches to Preview mode.
5. In the Options area, for Current Script click Specify. Select Preview Labels Layout from the list of available scripts, and click OK. Leave the rest of the default button settings as they are and click OK.
Lesson 8 | Automating tasks with buttons and scripts

Rename the button

2. Click the button once. The text insertion point appears in the button. 3. Type Preview Labels Layout to rename this button. It may
be necessary to resize this button after renaming it.

Test the button

1. In Browse mode, test the button by clicking it.
Clicking this button performs the script, which displays the Labels layout and switches to Preview mode.
2. Close Sample Copy.fp7 by choosing File menu > Close.
The Find script appears. Comments that describe how the script works appear in bold text.
Find records using a script
You can test a more complex script in the Purchase Orders Starter Solution that you created in lesson 2.
1. Open the Tutorial folder. 2. Open Purchase Orders.fp7. 3. Add four records, entering ABC Company in the Supplier field in two records and DEF Ltd. in the Supplier field in two records. 4. Click the Find button
under the Purchase Orders heading in

the file.

5. Enter ABC in the Supplier field.
FileMaker Pro completes the company name for you.
6. Click Continue in the status area.
3. Close the Edit Script Find in Purchase Orders dialog box, then
close the Manage Scripts for Purchase Orders dialog box.
4. When you are finished with this lesson, close the file by choosing

2. Click Next. 3. Go to the Top center list and select Large Custom Text. 4. Type Membership Fee Report for the header of the report and

click OK.

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.

Subtotals

Grand Total
You are in Preview mode so that you can view summarized data on the screen. 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. Note Depending on experimentation you may have done in earlier lessons, your finished report may not look like the following.
Save and send a report as a PDF file
After you run a report, you can save it as an Adobe PDF file and send it as an email attachment.
1. Choose File menu > Save/Send Records As > PDF.
In this lesson, you generated reports with grouped data, and reports with grouped data and totals. You also saved a report as a PDF file and sent it as an email attachment. For more information on creating reports, see FileMaker Pro Help.
2. For Save in, select the Tutorial folder, if it is not already selected. 3. For File Name (Windows) or Save As (Mac OS), type Membership Fee Report. 4. For Save, choose Records being browsed. 5. Select Create email with file as attachment. 6. Click Save.
FileMaker Pro creates the PDF file and passes it to your email program. The PDF file appears as an attachment in an email message that you can then address and send.
7. When you are finished with this lesson, close the file by choosing File menu > Close.
Lesson 10 Making databases relational
Relational databases let you easily view related data and streamline data entry. You can enter data once, then view and use that data in related tables or files. In this lesson, you will: 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 create a relationship between two tables, you make the data stored in either table accessible to the other table, according to the match fields and the criteria you establish for the relationship.
5. In the Members table, click the Company field and drag a line to
see how relational databases work define a relationship display data from one related record display a list of related records
the Company field in the Companies table. The Company field is the match field.

The sample file in this lesson uses two tables:
1 a Members table with records for individual Corporate Travelers Club members 1 a Companies table for companies where these members work. Each company has many members.
Display a related record in a file
Define a relationship to another table
1. Open the Tutorial folder on your hard drive. 2. Open Sample Copy.fp7.
6. Release the mouse button. You see the relationship you have created.
The file contains the tables, but not the relational structure. You will build the structure now.
3. Choose File menu > Manage > Database. 4. Click the Relationships tab.
You see the relationships graph. The relationships graph shows all the tables in the current file.
The relationship is based on matching data in the Company field in both tables. Records are related when data in the Company field in one table matches the data in the Company field in the other table.

7. Click OK.

Display data from a related record
Once youve defined the relationship, you can modify a layout to display data using that relationship. Here, you want to display the company address.
1. Choose Corporate Account Information from the Layout pop-up menu. 2. Choose View menu > Layout Mode. 3. Using the Field tool
8. Move the fields if necessary, and make the fields large enough to display all the data they contain. The fields should look like this:
, drag a field onto the layout.
You see the Specify Field dialog box displaying the list of fields in this table.
4. Click Current Table (Members) and choose the Companies table from the list.
9. Choose View menu > Browse Mode and flip through the records to view company addresses from the Companies table in the Corporate Account Information layout that is based on the Members table.
Display a list of related records
The relationship you made between the Members and Companies tables displays data (company addresses) from the Companies table. Next, you will use the same relationship to display data (member names) from the Members table. Relationships are bidirectional.
You now see a list of the fields in the related table Companies. The colons (::) before each field name show that these are related fields, not fields defined in the Members table you are currently working in. These related fields will display data from the related table.

About importing data

There are several ways to import data into an existing file. You can:
import data into an existing FileMaker Pro file, either into a new table or into an existing table share data with ODBC data sources convert data from other applications to new FileMaker Pro files export data for use in other applications
add new records to an existing table create a new table from imported data update existing records in an existing table update matching records in an existing table

Saving and sending data

You can save FileMaker Pro data as a Microsoft Excel file or an Adobe PDF file, allowing you to give data to users who dont have FileMaker Pro. FileMaker Pro lets you email the Excel file or PDF file when you save it. You can also create scripts to save/send records as Excel or PDF. FileMaker Pro can send email messages to one or more recipients. You can manually enter recipients, the message subject, and so on, or you can use values from fields or calculations.You can also create scripts to send emails.
Important Certain import operations that update existing records and update matching records overwrite existing data during the import process, which cannot be undone. To safeguard your data, always choose File menu > Save a Copy As to make a backup of the file before you perform an import that updates records. The file you import records from is the source. The file you import records to is the target.
Import data into the sample file
1. Open Sample Copy.fp7 and select Data Entry from the

Layout pop-up menu.

2. Choose File menu > Import Records > File. 3. For Files of type (Windows) or Show (Mac OS), choose All files
Supported import/export file formats
Most applications store data in their own file format, but most can also exchange information using intermediary formats. For example, FileMaker Pro can import and/or export files in Microsoft Excel, tab-separated text (tab), comma-separated values (csv), and XML, as well as other formats. If you want to exchange data with another program, check the documentation that came with that program to determine a common intermediary file format that both FileMaker Pro and the other program support. Note Most file formats do not import or export formatting such as font, size, style, and color.

(Windows) or All available (Mac OS), then choose MyFile.fp7. MyFile.fp7 is the file you created in lesson 4. This is the source file.
The Import Field Mapping dialog box appears.
5. For Target, select Current Table (Members). 6. For Import Action, select Add new records. 7. Make sure that the First Name field in Source Fields is on the same
row as the First Name field in Target Fields. You can move target fields up and down in the list using the
8. Repeat step 7 for Last Name.

slider.

9. Make sure that an
appears between both the First Name fields between matching fields, click to change
and the Last Name fields. If you dont see an the setting.
You have learned how to enable file sharing using FileMaker Pro and how to import data into a FileMaker Pro file. To learn more about sharing and importing data in FileMaker Pro, see the FileMaker Pro Users Guide and FileMaker Pro Help. For information about publishing databases on the web, see the FileMaker Instant Web Publishing Guide.
The remaining fields should have a between them. The data in these fields will not be imported to the target file.
Source file to import from Arrows show that data will import into the fields at right
Target file to import to Fields in the source file Fields in the target file

Import action

10. Click Import. 11. In the Import Options dialog box, click Import. 12. In the Import Summary dialog box, click OK.
Records in MyFile.fp7 that contain first name and last name data are added to Sample Copy.fp7. The current found set contains the newly imported records. Browse the new records to verify the imported data. Choose Records menu > Show All Records to see all records in the file.
13. When you are finished with this lesson, close the file by choosing
Lesson 12 Protecting data in FileMaker Pro
Although your operating system includes file security features, you should use FileMaker Pro accounts and privileges to protect your data. In FileMaker Pro, you restrict which users can access a file when you protect files by defining accounts and passwords. The account name and password that users enter determine which privilege set is used. These privilege sets limit what users can do in the file. In this lesson you will learn: The Admin account is not assigned a password and is assigned the Full Access privilege set, which permits access to everything in the file. The Guest account allows users to open a file without specifying an account name, is not assigned a password, and is assigned Read-Only privileges.