Filemaker TU693LL/A Datasheet

FileMaker

®

Pro 10

Tutorial

FileMaker, Inc.

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Edition: 01

Contents

Lesson 1

FileMaker Pro basics

How to use this tutorial 7

Where to find the sample file 8

Database concepts 8

What is a database? 8

Why use a database? 8

How is a database organized? 8

How is field data displayed? 8

FileMaker Pro basics 9

About FileMaker Pro modes 9

For more information 10

Lesson 2

Browsing information

Open a database and move between records 11

View information in different ways 12

See a different layout 12

View your layouts as forms, lists, and tables 14

Explore the status toolbar and layout bar 15

Find out what status toolbar buttons do 15

Customize the status toolbar 15

Save a copy of the sample file 16

For more information 16

Lesson 3

Finding and sorting records

Find records based on criteria in a single field 17

Find records based on criteria in separate fields 18

Find records that match multiple criteria in the same field 19

Find records that match a range of criteria in the same field 19

Narrow your search 20

Save a find request for later use 21

Find records using a Saved Find 21

Sort your found set 22

Add a new record in List View 23

For more information 23

4 FileMaker Pro Tutorial

Lesson 4

Creating a database and entering records

Create a simple database and define fields 25

About field definitions 25

Create a database 25

Enter data into the database 26

Create the first record 26

Create another record 27

Copy data with drag and drop 27

Modify data in a record 28

Delete a record 28

Insert a file in a container field 28

For more information 29

Lesson 5

Customizing what you see

About layouts and tables 31

About customizing layouts 31

Resize, move, and add a field 31

Select and resize a field 31

Move a field 32

Add a field 33

Add a tab panel 35

Display a number as currency 36

Add color to a tab panel 36

Change text size and color 37

Add a graphic to the layout 37

For more information 38

Lesson 6

Creating lists, mailing labels, and form letters

Create a columnar list 39

Create mailing labels 40

About label layouts 40

Create a label layout 40

Create a form letter 42

About form letter layouts 42

Create a one-page blank layout 42

Customize the letter with the company name 44

Add the closing 44

For more information 45

|

Contents 5

Lesson 7

Simplifying data entry

Enter data using value lists 47

Define a value list 47

Assign a value list to a field and display it as radio buttons 48

Generate values with a calculation field 49

Create a calculation field 49

Test your calculation 51

Automatically enter a serial number 51

Create a field for serial numbers 51

For more information 52

Lesson 8

Automating tasks with buttons and scripts

Perform a task using a button 53

Create the button 53

Perform a series of tasks using a script 54

About scripts 54

Create a script to preview the Labels layout 54

Assign a script to a button 55

Rename the button 55

Test the button 56

For more information 56

Lesson 9

Creating and running reports

Create a report with grouped data 57

About subsummary reports 57

Create a subsummary report 57

Create a report with grouped data and totals 61

Create a report with grouped data and totals 62

Save and send a report as a PDF file 65

For more information 66

Lesson 10

Making databases relational

Display a related record in a file 67

Define a relationship to another table 67

Display data from a related record 68

6 FileMaker Pro Tutorial

Display a list of related records 69

Create a portal to display matching records 69

Add the fields in the portal 70

For more information 70

Lesson 11

Sharing and exchanging data

About sharing data 71

Enable FileMaker network sharing 71

Opening a remote file 73

About exchanging data 74

Saving and sending data 74

Supported import/export file formats 74

About importing data 74

Import data into the sample file 74

For more information 76

Lesson 12

Protecting data in FileMaker Pro

Create an account and password 77

About accounts 77

Create a privilege set 78

About privilege sets 78

Create a custom privilege set 79

For more information 80

Lesson 13

Keeping your data safe

How to back up your database 81

When to back up 82

For more information 82

Lesson 1

FileMaker Pro basics

Welcome to the FileMaker

®

Pro tutorial. This tutorial shows you how you can manage your information in

FileMaker Pro.

You will learn how to use FileMaker Pro software to:

1 locate and sort information

1 create and enter records in a simple database

1 create mailing labels

1 create calculations, buttons, and scripts

1 create and run reports

1 create relationships between FileMaker Pro database tables

1 learn how files can be shared with other users on your network or over the internet

1 protect information in your database by assigning user accounts and privilege sets and by backing up your

databases

It takes approximately four hours to complete this tutorial, which can be done in one session or several

shorter sessions.

How to use this tutorial

These lessons are based on the membership database of a fictitious travel firm, The Corporate Travelers

Club. Corporate travelers who are members of this club save their businesses money on travel costs, and the

club’s expenses are offset by an annual membership fee. FileMaker Pro is used to track the members’ names,

addresses, and membership status, as well as to generate labels and form letters to contact members.

You must complete these lessons sequentially, as concepts introduced in early lessons are assumed to be

understood in later lessons. The sample file that you work in progresses through the lessons.

This tutorial assumes that you are familiar with your computer’s operating system. Opening files, locating

folders, and other activities that require some knowledge of your computer’s OS are a necessary part of

completing this tutorial.

Because using FileMaker Pro is the most effective way to learn the application, each lesson features a hands-

on activity designed to guide you through menus, screens, and concepts step by step.

The file included with this tutorial is intended to illustrate the features of FileMaker Pro, and as such, might

be unsuitable for use as a template for further development.

To send your feedback on this guide, see www.filemaker.com/company/documentation_feedback.html.

8 FileMaker Pro Tutorial

Where to find the sample file

The sample file contains data for the Corporate Travelers Club and provides a place for you to practice

building the database elements that are described in each lesson. If you need to start over, replace your

existing sample file with a new copy. If the sample file was installed, it is in:

FileMaker Pro 10/English Extras/Tutorial

or

FileMaker Pro 10 Advanced/English Extras/Tutorial

You can also download the sample file from the FileMaker website by visiting

www.filemaker.com/documentation.

Database concepts

What is a database?

A database is a method of organizing and analyzing information. You’ve probably used several databases

recently without realizing it. A date book, a parts list, and even your own address book are databases.

Why use a database?

Storing information in a database file has many benefits. A database doesn’t just hold information—it helps

you organize and analyze the information in different ways. For example, databases allow you to group

information for reports, sort information for mailing labels, count your inventory, or find a particular invoice.

Computerized databases offer many additional advantages over their paper-based counterparts: speed,

reliability, precision, and the ability to automate many repetitive tasks.

How is a database organized?

A database file is organized into one or more tables. Tables store records. Each record is a collection of

fields.

Imagine your address book is a FileMaker Pro database file. Each listing in your address book is one record

in an Address Book table. Each record has information, such as name, address, city, and so on. Each of these

pieces of information—name, address, and city—is stored in a separate field.

How is field data displayed?

FileMaker Pro displays fields on layouts. Each layout is based on a single table, and displays records from

that table.

Imagine that your database has a Tasks table in addition to the Address Book table. A layout based on the

Address Book table will display fields and records from the Address Book table. A layout based on the Tasks

table will display fields and records from the Tasks table.

Lesson 1

|

FileMaker Pro basics 9

FileMaker Pro basics

FileMaker Pro is a cross-platform application. Files created on a Mac can be opened in FileMaker Pro on a

computer running Windows, and vice versa.

Unlike most word processing or spreadsheet programs, FileMaker Pro saves your work automatically.

Consequently, it’s important to carefully consider your actions when making sweeping changes to your files,

especially when deleting records. Once records are deleted, they are completely removed from your

database.

As you will learn in lesson 13, you should back up your files on a regular basis. Backups can save you many

hours of unnecessary work and worry in the event that your files become lost or damaged, or records are

inadvertently deleted.

About FileMaker Pro modes

When you work in FileMaker Pro, you work in one of four modes.

1 Use Browse mode to enter data and view records.

1 Use Find mode to locate a record or a group of records quickly.

1 Use Layout mode to specify how information will appear on the screen or when you print it.

1 Use Preview mode to see what the pages will look like when you print them.

After you have opened a database, you can switch from one mode to another using either the View menu,

buttons in the status toolbar and layout bar, or the mode pop-up menu at the bottom of the application

window.

Use the mode pop-up menu to switch modes

Use buttons in the

status toolbar and

layout bar to switch

modes

10 FileMaker Pro Tutorial

For more information

For more information on FileMaker Pro basic concepts, see chapters 1 and 2 in the FileMaker Pro User’s

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.

To access the FileMaker Resource Center on the web, choose Help menu > Resource Center.

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:

1 open a database with data already in it

1 move between records

1 view information in different ways by switching layouts

1 see the difference between form view, list view, and table view

1 explore the status toolbar

1 save a copy of the database

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 location, see chapter 1, “Where to find

the sample file.”

2. Open Sample.fp7.

3. Notice:

1 The database is in Browse mode. FileMaker Pro defaults to Browse mode when a database is opened.

1 The status toolbar shows there are 29 records in the sample database. The first record is displayed.

Record currently displayed Number of total records

Book icon

Slider

Mode pop-up menu

displays current mode

12 FileMaker Pro Tutorial

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) to go to a specific record in the database.

Tip The Records menu also provides commands to move between records. Choose Records menu > Go to

Record and choose either Next, Previous, or Go To.

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.

See a different layout

To see some layouts in action, use the file you just opened.

1. Click the Layout pop-up menu, located in the layout bar. A list appears showing the layouts available in

this file.

2. Notice the check mark next to the Data Entry layout, your current layout. The Data Entry layout shows

all of the fields in the table.

Steve Williams

789 Ninth Avenue

New York, NY 10001

Juanita Alvarez 555-1234

Michelle Cannon 555-1234

Andre Common 555-1234

Marie Durand 555-1234

Jean Durand 555-1234

William Johnson 555-1234

John Lee 555-1234

Patrick Murphy 555-1234

Le Nguyen 555-1234

Kentaro Ogawa 555-1234

Mary Smith 555-1234

John Smith 555-1234

Sophie Tang 555-1234

Steve Williams 555-1234

Betty Wilson 555-1234

Phone List

Dear Sophie,

Thank you for reserving a cruise with us. We

value your business and appreciate the

opportunity to serve you.

If you have any questions about your

reservations, please call us—we want you to

be satisfied with your cruise.

Sincerely,

John Lee

The same data can be arranged differently with multiple layouts

Layout

pop-up menu

Lesson 2

|

Browsing information 13

3. Choose the Club List layout from the Layout pop-up menu.

This layout shows each record as one row in a columnar list. Notice that the Club List layout contains

only four of the fields that were present in the Data Entry layout. Because fewer fields are present on this

layout, some data is simply not displayed. However, no data has been removed from the database.

4. Go to the Layout pop-up menu and return to the Data Entry layout. No data has been lost.

Fields

The Club List layout displays only four of the fields present on the Data Entry layout

14 FileMaker Pro Tutorial

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.

1 Form View displays your current layout one record at a time.

1 List View shows your current layout as a list, with one record appearing beneath another.

1 Table View shows you many records at one time in a grid.

Generally, layouts can be toggled between Form View, List View, and Table View while the database is in

Browse mode.

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. Click Form View in the layout bar.

You now see a single record, displayed in the same layout. Only the viewing option has changed.

3. Click Table View in the layout bar.

The View as Table feature allows you to view many records at once in a grid.

4. Click List View in the layout bar to return to List View.

Form view

List view

Table view

The Club List layout, viewed as a form, then as a list, and then as a table

Lesson 2

|

Browsing information 15

Explore the status toolbar and layout bar

The status toolbar at the top of the FileMaker Pro window gives you quick access to FileMaker Pro menu

commands you use everyday. The default buttons on the toolbar vary, depending on which mode you are in.

You can add and remove buttons to customize the status toolbar in any mode. The layout bar below the status

toolbar helps you quickly switch between layouts and views. Other controls on the layout bar vary according

to the mode you’re in.

Find out what status toolbar buttons do

1 Move the pointer over buttons on the status toolbar.

A tooltip appears for each button and describes its use.

Customize the status toolbar

You can use the status toolbar as is, or you can add and remove buttons.

To add a button to the status toolbar:

1. Click View menu > Customize Status Toolbar.

2. Mac OS: Skip to step 3.

Windows: In the dialog box, select the Commands tab.

3. Drag Print from the Commands list (Windows) or dialog box (Mac OS) to the status toolbar.

To remove a button from the status toolbar:

1 Drag the Sort button from the status toolbar to the dialog box.

To reset the toolbar so it displays only the default buttons:

1. Do one of the following:

1 Windows: In the Toolbars tab, select Status Toolbar, click Reset, then OK.

1 Mac OS: Drag the default button set from the dialog box to the status toolbar.

The Print button is removed and the Sort button is restored.

2. When you are finished, click Close (Windows) or Done (Mac OS) in the dialog box.

Status toolbar

Layout bar

Status toolbar and layout bar in Browse mode

16 FileMaker Pro Tutorial

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.

Sample Copy.fp7 is automatically entered as the filename.

3. Click Save.

4. Close the original sample file by choosing File menu > Close.

5. When you are finished with this lesson, close the file by choosing File menu > Close.

For more information

You have opened a database, browsed through records, switched layouts, learned the differences between

Form View, List View, and Table View, and explored the status toolbar and layout bar. You have also created

a copy of a database that contains data. For more about browsing information in FileMaker

Pro, see

chapter

2 of the FileMaker Pro User’s Guide.

Lesson 3

Finding and sorting records

Your database is a collection of records. Sometimes you’ll work with all of the records in the database (to

mail out an annual catalog for each customer, for example). Often, however, you’ll work with a subset of

your database—people 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 you’ve 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:

1 find records matching criteria in a single field and multiple fields

1 find records matching a range of data

1 narrow your searches by omitting records

1 save a find request, modify it, and use the new request to locate different records

1 sort records in ascending order (a to z) and add a new record in sorted order

Note Verify that you have Sample Copy.fp7 before beginning this lesson. See lesson 2 for information on

accessing the Tutorial folder and making a copy of Sample.fp7.

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.

Tip You can choose File menu > Open Recent, then select a filename from the list to quickly open the

sample file during this tutorial.

3. Notice that the database is in Browse mode and that the active layout is Data Entry.

The first record is for a member from New York City.

4. Right-click (Windows) or Control-click (Mac OS) the City field.

18 FileMaker Pro Tutorial

5. From the shortcut menu, choose Find Matching Records.

Your find request returns records for four members who live in New York. This is the found set. The pie

chart in the status toolbar shows the found set as a portion of all the records in the database.

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. Click Find in the status toolbar.

FileMaker Pro switches to Find mode. In Find mode, you create a find request using the fields marked

with a

. 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 Perform Find in the status toolbar.

Your find request returns a found set of two records for the two new members who live in the United States.

5. To see all of the records in your database, click Show All in the status toolbar.

Note It is not necessary to click Show All before performing another Find, as FileMaker Pro finds records

from the entire database by default.

Choose this item

from the shortcut

menu

Total number of records in the database

Number of records in the found set

Lesson 3

|

Finding and sorting records 19

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.

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

you’ve entered.

To find all members living in New York or London:

1. Click Find in the status toolbar.

2. Type New York in the City field.

3. Click New Request in the status toolbar.

Notice that the status toolbar shows that there are currently two find requests.

4. Type London in the City field of this second request.

5. Click Perform Find in the status toolbar.

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, 2009 and June 30, 2009:

1. Click Find.

2. Type 1/1/2009 in the Date Paid field.

Note FileMaker Pro uses the date format specified in your system settings, so the date format you see

and enter might differ from the format shown in this tutorial.

Number of find requests

20 FileMaker Pro Tutorial

3. In the layout bar, click Operators and choose range from the list.

Tip Alternatively, you can type any operator from the menu directly into a search field.

Your find request should now have 1/1/2009... in the Date Paid field.

4. Immediately after the ellipsis (...), type 6/30/2009.

5. Click Perform Find or press Enter or Return.

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

year 2009.

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 a

particular month, or finding all customers who reside in the United States, 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.

Because FileMaker Pro processes multiple find requests in the order they are created, it is possible to create

very specific, layered searches in this manner. Omitting records in a search does not delete them from the

database.

To find the records of members who paid their fees in 2009, except for the members who paid their fees in

March:

1. Click Find.

2. Type 2009 in the Date Paid field.

3. Click New Request. Notice that the status toolbar shows that this is the second find request in this

database search.

Choose range

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