FileMaker Pro 6 - Basic

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FileMaker Pro 6:
Basic
Instructors Edition
Australia Canada Mexico Singapore

Spain United Kingdom United States
NOT FOR PRINTING OR INSTRUCTIONAL USE
FileMaker Pro 6: Basic

Michael Springer
Series Product Managers:
Caryl Bahner-Guhin and Adam A. Wilcox
Developmental Editors:
Micky Markert
Copyeditor:
Cathy Albano
Keytester:
Cliff Coryea
Series Designer:
Adam A. Wilcox
Cover Designer:
Steve Deschene
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VP and GM of Courseware:
COPYRIGHT 2004 Course Technology, a division of Thomson Learning. Thomson Learning is a trademark used
herein under license.
ALL RIGHTS RESERVED. No part of this work may be reproduced, transcribed, or used in any form or by any
meansgraphic, electronic, or mechanical, including photocopying, recording, taping, Web distribution, or
information storage and retrieval systemswithout the prior written permission of the publisher.
For more information contact:
Course Technology
25 Thomson Place
Boston, MA 02210
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Or find us on the Web at: www.course.com
For permission to use material from this text or product, submit a request online at: www.thomsonrights.com
Any additional questions about permissions can be submitted by e-mail to: thomsonrights@thomson.com
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Course ILT is a trademark of Course Technology.
Some of the product names and company names used in this book have been used for identification purposes only and
may be trademarks or registered trademarks of their respective manufacturers and sellers.
Disclaimer
Course Technology reserves the right to revise this publication and make changes from time to time in its content
without notice.
ISBN 0-619-28578-8
Printed in the United States of America

1 2 3 4 5 PM 06 05 04 03
Introduction
Topic A:
Topic B:
Topic C:
Topic D:
Contents
iii
About the manual............................................................................... iv

Setting student expectations .............................................................. ix
Classroom setup.................................................................................xii
Support.............................................................................................. xiv
Introducing FileMaker Pro 6.0
1-1
Databases
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Topic A: Database concepts............................................................................. 1-2

Topic B: Getting started with FileMaker Pro .................................................. 1-4
Topic C: Getting Help .................................................................................... 1-12
Topic D: Closing FileMaker Pro..................................................................... 1-20
Unit summary: Introducing FileMaker Pro 6.0 ............................................... 1-21
2-1
Topic A: Designing a database ........................................................................ 2-2

Topic B: Creating a database ........................................................................... 2-8
Unit summary: Databases................................................................................ 2-14
Records
3-1
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Topic A: Viewing, editing, and deleting records ............................................. 3-2

Topic B: Finding records ................................................................................. 3-8
Topic C: Replacing records ............................................................................ 3-16
Topic D: Sorting records................................................................................. 3-19
Unit summary: Records................................................................................... 3-21
Advanced features
4-1
Topic A: Auto-Enter and validations ............................................................... 4-2

Topic B: Calculation fields ............................................................................. 4-10
Unit summary: Advanced features .................................................................. 4-12
Layouts
5-1
Topic A: Customizing layouts ......................................................................... 5-2

Topic B: Adding text and graphics ................................................................. 5-13
Topic C: Adding layouts................................................................................. 5-16
Unit summary: Layouts ................................................................................... 5-27
Course summary
S-1
Topic A: Course summary ............................................................................... S-2

Topic B: Continued learning after class .......................................................... S-3
Quick reference
Q-1
Index
I-1
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FileMaker Pro 6:
Basic
Introduction
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After reading this introduction, you will know

how to:
A Use Course Technology ILT manuals in
general.
B Use prerequisites, a target student
description, course objectives, and a skills

inventory to properly set students
expectations for the course.
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C Set up a classroom to teach this course.

D Get support for setting up and teaching this
course.
iv
Topic A: About the manual
Course Technology ILT philosophy

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

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

Table of contents
Introduction
Units
Course summary
Quick reference
Index
Each element is described below.
Table of contents
The table of contents acts as a learning roadmap for you and the students.
Introduction
The introduction contains information about our training philosophy and our manual
components, features, and conventions. It contains target student, prerequisite,
objective, and setup information for the specific course. Finally, the introduction
contains support information.
Introduction
Units
Units are the largest structural component of the actual course content. A unit begins
with a title page that lists objectives for each major subdivision, or topic, within the unit.
Within each topic, conceptual and explanatory information alternates with hands-on
activities. Units conclude with a summary comprising one paragraph for each topic, and
an independent practice activity that gives students an opportunity to practice the skills
theyve learned.
The conceptual information takes the form of text paragraphs, exhibits, lists, and tables.
The activities are structured in two columns, one telling students what to do, the other
providing explanations, descriptions, and graphics. Throughout a unit, instructor notes
are found in the left margin.
Course summary
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This section provides a text summary of the entire course. It is useful for providing
closure at the end of the course. The course summary also indicates the next course in
this series, if there is one, and lists additional resources students might find useful as
they continue to learn about the software.
Quick reference
The quick reference is an at-a-glance job aid summarizing some of the more common
features of the software.
Index
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The index at the end of this manual makes it easy for you and your students to find
information about a particular software component, feature, or concept.
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Manual conventions
Convention
Description
Italic text
In conceptual text, indicates a new term or feature.
Bold text
In unit summaries, indicates a key term or concept. In an

independent practice activity, indicates an explicit item
that you select, choose, or type.
Code font
Indicates code or syntax.
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Instructor note/icon
Weve tried to keep the number of elements and the types of formatting to a minimum
in the manuals. We think this aids in clarity and makes the manuals more classically
elegant looking. But there are some conventions and icons you should know about.
Longer strings of
code will look
like this.
Instructor notes.
In the hands-on activities, any code thats too long to fit

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

text indicates an explicit item that you select, choose, or
type.
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Select bold item
Keycaps like e
Indicate a key on the keyboard you must press.
Warning icon.
Warnings prepare instructors for potential classroom

management problems.
Tip icon.
Tips give extra information the instructor can share with

students.
Setup icon.
Projector icon.
Setup notes provide a realistic business context for

instructors to share with students, or indicate additional
setup steps required for the current activity.
Projector notes indicate that there is a PowerPoint slide
for the adjacent content.
Introduction
vii
Hands-on activities
Do it!
A-1:
Creating a commission formula
Heres how
1 Open Sales
Heres why
This is an oversimplified sales compensation

worksheet. It shows sales totals, commissions,
and incentives for five sales reps.
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Take the time to make

sure your students
understand this
worksheet. Well be here a
while.
The hands-on activities are the most important parts of our manuals. They are divided
into two primary columns. The Heres how column gives short directions to the
students. The Heres why column provides explanations, graphics, and clarifications.
To the left, instructor notes provide tips, warnings, setups, and other information for the
instructor only. Heres a sample:
2 Observe the contents of cell F4
The commission rate formulas use the name

C_Rate instead of a value for the commission
rate.
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For these activities, we have provided a collection of data files designed to help students
learn each skill in a real-world business context. As students work through the activities,
they will modify and update these files. Of course, they might make a mistake and,
therefore, want to re-key the activity starting from scratch. To make it easy to start over,
students will rename each data file at the end of the first activity in which the file is
modified. Our convention for renaming files is to add the word My to the beginning
of the file name. In the above activity, for example, students are using a file called
Sales for the first time. At the end of this activity, they would save the file as My
sales, thus leaving the Sales file unchanged. If students make mistakes, they can start
over using the original Sales file.
In some activities, however, it may not be practical to rename the data file. Such
exceptions are indicated with an instructor note. If students want to retry one of these
activities, you will need to provide a fresh copy of the original data file.
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PowerPoint presentations
The Course ILT PowerPoint add-in
Each unit in this course has an accompanying PowerPoint presentation. These slide
shows are designed to support your classroom instruction while providing students with
a visual focus. Each one begins with a list of unit objectives and ends with a unit
summary slide. We strongly recommend that you run these presentations from the
instructors station as you teach this course. A copy of PowerPoint Viewer is included,
so it is not necessary to have PowerPoint installed on your computer.
The CD also contains a PowerPoint add-in that enables you to do two things:
Create slide notes for the class
Display a control panel for the Flash movies embedded in the presentations
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To load the PowerPoint add-in:

1 Copy the Course_ILT.ppa file to a convenient location on your hard drive.
2 Start PowerPoint.
3 Choose Tools, Macro, Security to open the Security dialog box. On the Security
Level tab, select Medium (if necessary), and then click OK.
4 Choose Tools, Add-Ins to open the Add-Ins dialog box. Then, click Add New.
5 Browse to and select the Course_ILT.ppa file, and then click OK. A message
box will appear, warning you that macros can contain viruses.
6 Click Enable Macros. The Course_ILT add-in should now appear in the
Available Add-Ins list (in the Add-Ins dialog box). The x in front of
Course_ILT indicates that the add-in is loaded.
7 Click Close to close the Add-Ins dialog box.
After you complete this procedure, a new toolbar will be available at the top of the
PowerPoint window. This toolbar contains a single button labeled Create SlideNotes.
Click this button to generate slide notes files in both text (.txt) and Excel (.xls) format.
By default, these files will be saved to the folder that contains the presentation. If the
PowerPoint file is on a CD-ROM or in some other location to which the SlideNotes files
cannot be saved, you will be prompted to save the presentation to your hard drive and
try again.
When you run a presentation and come to a slide that contains a Flash movie, you will
see a small control panel in the lower-left corner of the screen. You can use this panel to
start, stop, and rewind the movie, or to play it again.
Introduction
ix
Topic B: Setting student expectations

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

A description of the target student at whom the course is aimed
A list of the objectives for the course
A skills assessment for the course
Course prerequisites
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Students taking this course should be familiar with personal computers and the use of a
keyboard and a mouse. Furthermore, this course assumes that students have completed
the following courses or have equivalent experience:
Windows XP: Basic
Target student
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This course has been designed for students who want to learn how to create and manage
a database. The students should be comfortable with the basic features of Windows XP.
After completing this course, the student will be able to create and manage database
files, modify layouts, and print reports.
Course objectives
You should share these overall course objectives with your students at the beginning of
the day. This will give the students an idea about what to expect, and will also help you
identify students who might be misplaced. Students are considered misplaced when they
lack the prerequisite knowledge or when they already know most of the subject matter
to be covered.
After completing this course, students will know how to:
Define database concepts; start FileMaker Pro; explore the FileMaker Pro
environment; get Help by using the Contents, Index, and Find tabs; and close
FileMaker Pro
Plan and design a database file, create a database file and define its fields, enter
data in the database file, change field definitions, and save a copy of the file in
some other location.
View, edit, and delete records; find records based on a specific criterion; replace
records; and sort records.
Use advanced features such as Auto-Enter, validations, and calculation fields.
Create a value list and a repeating field, move and resize a field, set the tab
order, add custom text and graphics to the layout, and create a new layout and
add fields to it.
Skills inventory
Skill
Use the following form to gauge students skill level entering the class (students have
copies in the introductions of their student manuals). For each skill listed, have students
rate their familiarity from 1 to 5, with 5 being the most familiar. Emphasize that this is
not a test. Rather, it is intended to provide students with an idea of where theyre
starting from at the beginning of class. If a student is wholly unfamiliar with all the
skills, he or she might not be ready for the class. A student who seems to understand all
of the skills, on the other hand, might need to move on to the next course in the series.
Defining database-related concepts
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Starting FileMaker Pro 6.0
Navigating in FileMaker Pro 6.0

Using FileMaker Pro Help
Closing FileMaker Pro
Planning and designing a database file
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Creating a database file and defining its fields

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

Editing records
Deleting records
Finding records based on specific criteria

Replacing records
Sorting records
Using Auto-Enter
Using validations
Setting a calculation field
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Introduction
Skill
Creating a value list
Moving and resizing a field

Setting the tab order
Adding custom text to the layout
Adding graphics to the layout
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Creating a new layout
Creating a repeating field
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Adding new fields to the layout
xii
Topic C: Classroom setup
Student computer requirements

Each students personal computer should have:
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A keyboard and a mouse

A Pentium 233 (or higher) processor
All our courses assume that each student has a personal computer to use during the
class. Our hands-on approach to learning requires they do. This topic gives information
on how to set up the classroom to teach this course. It includes minimum requirements
for the students personal computers, setup information for the first time you teach the
class, and setup information for each time that you teach after the first time you set up
the classroom.
128 MB of RAM
1 GB of available hard-disk space
A CD-ROM drive
An XGA monitor (1,024768 minimum resolution support)

A printer driver (An actual printer is not required, but students will not be able to
complete the printing activities unless a driver is installed.)
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An active Internet connection
First-time setup instructions
The first time you teach this course, you will need to perform the following steps to set
up each student computer:
1 Install Windows XP on an NTFS partition according to the software
manufacturers instructions. If the student machines have Internet access, install
the latest critical updates and service packs from www.windowsupdate.com.
(You can also use Windows 2000, but the screen shots in this course were taken
using Windows XP, so students screens might look somewhat different if you
do.)
2 Adjust the computers display properties as follows:
a Open the Control Panel and click Appearance and Themes.
b Choose Display to open the Display properties dialog box.
c On the Settings tab, change the Color setting to True Color (24 bit or 32 bit)
and the Screen resolution to 1,024768 pixels.
d Click OK. If you are prompted to accept the new settings, click OK and click
Yes. Then, if necessary, close the Display Properties dialog box.
3 Install FileMaker Pro 6.0 according to the software manufacturers instructions.
Accept all defaults.
4 If necessary, install a printer driver. A physical printer is not required. If a
printer is connected to the computer during the installation of Windows, there
will be a driver installed for that printer. If not, you should install a standard
PostScript printer driver, such as the HP LaserJet 5.
Introduction
xiii
5 Download the student data files for the course. You can download the data
directly to student machines, to a central location on your own network, or to a
disk.
a Create a folder named Student Data at the root of the hard drive.
b Connect to www.courseilt.com/instructor_tools.html.
b Click the link for FileMaker Pro to display a page of course listings, and then
click the link for FileMaker Pro 6: Basic.
c Click the link for downloading the student data files, and follow the
instructions that appear on your screen.
6 Copy the data files to the Student Data folder.
Setup instructions for every class
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Every time you teach this course, it is best to uninstall FileMaker Pro 6 and do a fresh
installation. If you choose not to do this, you will need to perform the following steps
to set up each student computer.
1 If necessary, reset any defaults that have been changed in previous classes.
2 Delete the contents of the Student Data folder, if necessary.
3 Copy the data files to the Student Data folder. (See the download instructions in
the preceding section.)
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Topic D: Support
Phone support
Your success is our primary concern. If you need help setting up this class or teaching a
particular unit, topic, or activity, please dont hesitate to get in touch with us. Please
have the name of the course available when you call, and be as specific as possible
about the kind of help you need.
You can call for support 24 hours a day at (888) 672-7500. If you do not connect to a
live operator, you can leave a message, and we pledge to return your call within 24
hours (except on Saturday and Sunday).
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Web-based support
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The Course ILT Web site provides several instructors tools for each course, including
course outlines and answers to frequently asked questions. To download these files, go
to www.courseilt.com/instructor_tools.html. For additional Course ILT resources,
including our online catalog and contact information, go to www.course.com/ilt.
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Unit 1
Unit time: 75 minutes
Complete this unit, and youll know how to:
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A Define database concepts.

B Start FileMaker Pro
C Get Help by using the Contents, Index, and
Find tabs.
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D Close FileMaker Pro.
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Topic A: Database concepts

You can store large volumes of data in a database. For example, a phone book, which is
a list of names and phone numbers, is considered a simple database.
Explanation
In the case of the phone book, the data is the name and phone number for each entity.
To store, retrieve, and manage data, you use a Database Management System (DBMS).
Database terms
A database stores information in the form of records. A record stores data as values in
different fields. The following table describes common database terms.
Description
Record
A group of fields within the database file that stores information about an
item. For example, in Exhibit 1-1, each row is a record containing four
different pieces of data for each product.
Field
A specific category of information or a property of an item. For example, in

Exhibit 1-1, Field 1 contains the product code and Field 2 contains the
product description. Each column represents a field.
Data value
A single piece of information in a field. For example, in the Product_code

field, P001 is a data value.
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Term
Field 1
Field 2
Field 3
Field 4
Record
Data Value
Record 10
Exhibit 1-1: The Product database

Do it!
A-1:
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Discussing database concepts
Heres how
Heres why
(As shown in Exhibit 1-1.) This table contains
10 rows and 4 columns.
2 Observe the rows
3 Observe the column headings
Each row represents a record containing data for

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

field
1 Observe the table
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Topic B: Getting started with FileMaker Pro

FileMaker Pro is a DBMS that stores and retrieves data using database files. You can
use FileMaker Pro to view data in different formats and retrieve data to create reports.
In FileMaker Pro, you can create either an empty database file or use a template to
define a format for the database file.
Start FileMaker Pro 6
Explanation
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You start FileMaker Pro by choosing Start, All Programs, FileMaker Pro. When you
start FileMaker Pro, the New Database dialog box appears, as shown in Exhibit 1-2.
You can use this dialog box to either create a new database file or open an existing
database file. To open a database file:
1 Choose Start, All Programs, FileMaker Pro. The New Database dialog box
appears.
2 Select Open an existing file. The Open File dialog box appears.
3 Select the folder and database file you want to open.
4 Click Open to open the database file.
Exhibit 1-2: The New Database dialog box

Do it!
B-1:
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Starting FileMaker Pro
Heres how
Heres why
1 Choose Start, All Programs,

2 Observe the screen
FileMaker Pro
To start FileMaker Pro.
The New Database dialog box appears, as

shown in Exhibit 1-2. It provides you with three
options. You can create a new database file by
using a template, create a new empty file, or
open an existing file by selecting the relevant
option.
3 Select Open an existing file
Help students to
navigate to the Student
Data folder.
To display the Open File dialog box.
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Click OK
4 From the Look in list, navigate to

the current unit folder
To display the files in the current unit folder.
5 Select Product
To access this database file.
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Click Open
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Components of the FileMaker Pro window

When you open a database file, the database window appears within the FileMaker Pro
window. The FileMaker Pro window contains components such as the title bar, the
menu bar, the toolbar, and the status bar.
Control menu icon
Menu bar
Toolbar
Explanation
Title bar
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Database
window
Status bar
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Exhibit 1-3: The FileMaker Pro window
The components of the FileMaker Pro window are shown in Exhibit 1-3. The following
table describes these components.
Component
Description
Title bar
Displays the program name and the Control menu icon. The Control
menu icon opens a menu with a set of options for minimizing,
maximizing, or closing the window.
Menu bar
Shows all the menus available in FileMaker Pro. A menu contains

options to perform a set of related tasks. For example, the File menu
contains commands to perform file management tasks, such as
opening, saving, printing, or closing a database file.
Toolbar
Contains buttons for frequently performed actions such as opening or

saving a file. The buttons on the toolbar are shortcuts to the
commands available on menus.
Status bar
Displays status of ongoing tasks. For example, it displays the status

of Num Lock and Caps Lock.

Do it!
B-2:
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Examining the FileMaker Pro window
Heres how
Heres why
2 Observe the title bar

3 Observe the menu bar
The title of the window is FileMaker Pro. It also

contains the Control menu icon.
The menu commands include File, Edit, View,
Insert, Format, Records, Scripts, Window, and
Help.
To display the commands under File. The
options available include opening a new
database file, defining fields for a file, and
printing the file.
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Click on the File menu
(As shown in Exhibit 1-3.) It contains the

FileMaker Pro window and the database
window.
Click on the File menu again
The Standard toolbar appears by default. It

contains buttons that can be used to perform
tasks such as opening a file or printing it.
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4 Observe the toolbar
To close the menu.
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The database window

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

Component
Description
Title bar
Shows the title of the database file. For example, in Exhibit 1-4, the title of the
database window is Product.
Status area
Helps navigate through records and view information such as the total number of
records in a database file and the sort status. The status area is located on the left
side of the database window. The sort status indicates whether the records are
organized in a specific order (sorted/unsorted).
Zoom controls
Enlarges or reduces the contents of the database window.
Status area control
Shows or hides the status area.
Mode pop-up menu
Shows a list of modes available in FileMaker Pro. Modes determine the way you
work with data. FileMaker Pro 6.0 supports four modes: Browse, Find, Layout,
and Preview.
Layout pop-up
menu
Bottom page
Current record
number
Bookmark
Top page
Book
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Number of
records
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Sort status
Status
information
Exhibit 1-5: The status area

The status area
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The status area contains the Layout pop-up menu, the Book, and status information
about records. Exhibit 1-5 displays the status area with its components.
Component
Description
Layout pop-up
menu
Contains a list of layouts available for the database file you are working with.
A layout determines the way data is organized and presented in a database file.
Book
Helps you navigate through the records in a file. To move to the next record,
click on the bottom page. To move to the previous record, click on the top
page. To go to a specific record, select the current record number at the bottom
of the book, type the record number you wish to move to, and press Enter. You
can also scroll the Bookmark to move to a specific record
Status information
Displays the total number of records in a database file and whether or not they
are sorted.
The Mode pop-up menu
Modes determine the way you work with data. FileMaker Pro 6.0 supports four modes,
which are listed in the following table.
Mode
Description
Browse
To view, add, modify, and delete data
Find
To search for records based on specific criteria
Layout
To create or customize the way your data appears in the database window
Preview
To view the data as it will print
Do it!
B-3:
Examining the database window
Heres how
Heres why
(As shown in Exhibit 1-4.) It contains the status

area, the records, the Mode pop-up menu, and
the Zoom controls.
2 Observe the records
The records appear in a tabular format with 10

rows and 4 columns.
3 Observe the status area
(As shown in Exhibit 1-4.) The status area

indicates that there are 10 unsorted records in
the database file and the current record number
is 1.
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4 Click Layout
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To view the Layout pop-up menu, which is on

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

5 Observe the Book icon
You can use this icon to move between records.
6 Click the bottom page of the book
To move to the next record. Notice that the

current record number, located at the bottom of
the Book, reads 2.
Click the top page of the book
7 Click the current record number
To move to the previous record. The current

record number reads 1.
You can use the current record number to move
to a specific record.
Enter 10
Press e
8 Observe the zoom controls
To move to the tenth record. The current record

number now reads 10.
(As shown in Exhibit 1-4). You can enlarge or
reduce the image using these controls.
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9 Click Browse
To open the Mode pop-up menu located at the

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

You can use Filemaker Pros Help feature to obtain information about how to use the
program. You access this feature by using the Help menu in the Filemaker Pro window.
The Help Topics dialog box
Explanation
PR
EV
IE
To open the Help Topics dialog box, choose Help, FileMaker Pro Help, or press F1. The
dialog box contains three tabs: Contents, Index, and Find. Exhibit 1-6 shows the dialog
box with the Contents tab activated. By default, this tab is active the first time you open
Help. Subsequently, FileMaker Pro Help will open the last tab used.
Exhibit 1-6: The Help Topics dialog box

The three tabs are described below:
Contents: Displays Help topics in a format similar to a books table of contents.

Index: Provides an alphabetical list of topics similar to the index of a book.
Find: Searches the entire Help file for the keyword or phrase that you type. It
then displays a list of all the Help topics that include at least one occurrence of
the keyword or phrase.
113
The Help toolbar

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

Displays the next page.
Returns to the last topic viewed.
IE
Prints the topic.
Displays the Help Topics dialog box.
Do it!
C-1:
Using the Help feature
Heres how
1 Choose Help, FileMaker Pro

Help
PR
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Tell students that

they can also press F1.
2 Observe the tabs in the dialog box
Heres why
To open the Help Topics dialog box.
(As shown in Exhibit 1-6.) There are three tabs

in the dialog box: Contents, Index, and Find.
The Contents tab is active by default.
114
The Contents tab

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

Do it!
C-2:
Using the Contents tab
Heres how
Heres why
The Contents tab provides a list of available
Help topics.
2 Verify that Using FileMaker Pro

is selected.
IE
Click Open
1 Observe the dialog box
Tell students that

they can also double-click
a book icon to expand its
contents.
115
To access the list of subtopics for this topic. The

icon next to Using FileMaker Pro changes to an
open book.
3 Select
FileMaker Pro basics
PR
EV
Click Open
Tell students that the

Display button appears in
place of the Open button
when they select the
subtopic.
If time permits, allow

students to go through the
Help topic.
To access the list of subtopics for this topic.
4 Select
About FileMaker Pro

databases
Click Display
To view Help on the selected subtopic.
5 Click
To move to the next subtopic.
6 Close the Help window
To close the Help feature.
116
The Index tab
Do it!
The Index contains Help topics listed in alphabetical order. You look for information by
typing a keyword, such as database or fields, in the first box. As you type the
keyword, topics and subtopics corresponding to that keyword appear in the entry list.
You then select the topic you want and click Display (or double-click the topic). If
related topics exist, youll see the Topics Found dialog box listing those topics.
C-3:
Using the Index tab
Heres how
Explanation
Heres why
2 Click the Index tab
You will search for a topic by keyword.
IE
1 Choose
Help, FileMaker Pro Help
3 In the first box, type databases
PR
EV
To view the list of Help topics related to the

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

creating as shown
Click Display
To access the related topics from the Topics

Found dialog box.
117
5 In the Topics Found dialog box,

select Creating a FileMaker
Click Display
PR
EV
IE
If time permits, ask

students to browse
through the Help topic.
Pro file
To display the Help text on the selected

subtopic.
118
The Find tab

On the Find tab, you can search the Help topics for a specific word or phrase. The Help
system displays a list of all the topics containing the specified word(s) and the number
of such topics. The Find feature is similar to the Index feature, with two key differences:
The Find feature scans the text of all the Help documents for the keyword you
enter. It then displays a list of all the documents containing at least one
occurrence of that keyword. This is a more detailed search than the Index
feature.
When you type a word, the second list displays related keywords to narrow
down the search. If you select a keyword from the second list, the third list
displays a set of Help topics containing the keyword, as shown in Exhibit 1-7.
This way, you can narrow the scope and reduce the time for a search.
Explanation
PR
EV
IE
When you use the Find feature for the first time, the Find Setup Wizard starts.
FileMaker Pro creates a word list that it uses for subsequent searches.
Exhibit 1-7: The Find tab of the Help Topics dialog box
Do it!
C-4:
Using the Find tab
Heres how
1 Choose Help,
Heres why
FileMaker Pro Help
Click the Find tab
Tell students that the Find

Setup Wizard starts only
the first time the Find
feature is used.
2 Verify that Minimize database

size (recommended) is selected
Click Next
The Find Setup Wizard dialog box appears.

This option is selected by default.
To move to the next dialog box of the wizard.
119
To enable FileMaker Pro to create a word list.

FileMaker Pro Help uses this word list when
you subsequently use the Find feature.
4 In the first box, type database
To view all the related keywords and the Help

topics of the keyword database. FileMaker Pro
Help shows that there are 354 topics containing
the word database.
5 From the second list, select

Database
From the third list, select
To narrow your search. Note that the number of

topics found is now 26.
As shown in Exhibit 1-7.
IE
Creating a FileMaker Pro

file
3 Click Finish
PR
EV
6 Click Display
To view the Help text about this topic.
120
Topic D: Closing FileMaker Pro

When you have finished working with a database file, you should close it. When you
are done using FileMaker Pro, you can close the program.
Closing a database file
Explanation
You can close a database file by choosing File, Close, or by clicking the Close button in
the upper-right corner of the database window.
Closing FileMaker Pro

Choose File, Exit.
IE
You can close FileMaker Pro in any of the following ways:
Double-click the Control menu icon in the upper-left corner of the FileMaker
Pro window.
Click the Control menu icon and choose Close.
Press the Alt and F4 keys.

Click the Close button in the upper-right corner of the FileMaker Pro window.
Do it!
D-1:
Closing a database file and FileMaker Pro

Heres why
PR
EV
Heres how
1 Choose File, Close
To close Product database window.
2 Choose File, Exit
To close FileMaker Pro.
121
Unit summary: Introducing FileMaker Pro 6.0

In this topic, you learned about database concepts such as records, fields, and data
values.
Topic B
In this topic, you learned how to start FileMaker Pro 6 and open a database file. You
also learned about the various components of the FileMaker Pro and database
windows.
Topic C
In this topic, you learned how to use FileMaker Pro Help. You also learned how to use
the Contents, Index, and Find tabs.
Topic D
In this topic, you learned how to close a database file and FileMaker Pro.
Topic A
IE
Independent practice activity

1 Start FileMaker Pro.
2 Open Employees.
3 How many records and fields are there in the database file? (Refer to Exhibit 1-8.)
There are 15 records and 6 fields.
4 Paul Anderson is in the ______________ department.

human resources.
PR
EV
5 Navigate to the seventh record.
6 Find Help about adding and viewing data. View the contents and close the
window.
7 Close Employees.
8 Close FileMaker Pro.
Exhibit 1-8: The Employees database file
PR
EV
IE
122
Unit 2
Databases
21
IE
A Design a database.
B Create a database file, enter data, and save
PR
EV
a copy of the file.
22
Topic A: Designing a database

Before creating a database, you need to plan its structure. This will provide a basic
framework for design, and save time and effort later. The steps to planning a database
include defining fields and defining the type of data for each field.
Plan a database
To plan a database, you must determine:
The purpose of the database.
Explanation
The information you want to store in the database file.

The fields of the database file, and their arrangement.
IE
The relationship that the database file will share with other databases. A
relationship is an association between fields common to two or more database
files, and you specify it to coordinate the information among them.
User access to the database (who can use the database file by providing a
password).
The operations that you want to perform on the data.
Suppose you work in the human resources (HR) department of a company called
Outlander Spices, and need to create a database to store information about employees.
PR
EV
First, you must decide the type of information you want to include, such as employee
ID, name, address, or other official information. You then decide the structure and the
arrangement of fields in the database file. You need to ensure that at least one field
holds unique information about the employees.
Databases
Do it!
A-1:
23
Planning a database
Questions and answers

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

the HR team of Outlander
Spices is finding it difficult
to organize and update
employee information.
A database provides fast, easy, and accurate access to data. The HR team can use the
database file to generate reports, create presentations, or analyze trends.
2 What information would you want to include in the database file?

Answers might vary. You might want to store information such as:
Employees personal information
IE
Job title and salary
Department in which employee works
3 List the fields you want to create in the database file.

Fields such as:
Employee code
Last name
First name
PR
EV
Title
Division
Earnings
4 After youve created the database file and populated the fields with information,
what tasks do you want to perform using the data in this file?
You might want to:
View, add, edit, or delete data from the database file

Search for records based on specific criteria
Validate data entry
Generate and print reports
24
Naming conventions
Explanation
You need to name each field you create. FileMaker Pro defines the following rules for
naming fields:
A field name must be unique, and can contain up to 60 characters.
A field name must not include the following symbols:

,+-*/^&=><;:.
A field name must not include the words and, not, or, or xor.
A field name that is to be used in a calculation formula should not begin with a
number, a period, or a space.
IE
You should assign to fields short and meaningful names that indicate their contents, but
avoid using abbreviations that could confuse a user. For example, use the complete term
Address, instead of Add.
If the field name consists of multiple words, separate the words with an underscore (_).
For the field containing employee codes, for example, you would use the name
Employee_Code.
Do it!
A-2:
Discussing naming conventions
Exercises
1 Is City, State a valid field name?
PR
EV
No, because the field name contains a comma.
2 To store the total sales for four quarters of the year, which of the following names
would you use and why?
A
Tot_sales
Total_sales
Total sales of the year
Total_sales_for_four_quarters
Explain why.
Answer B. The name is short, conveys an idea about the contents of the field, and follows the
naming conventions.
3 Is Date_of_hire a valid field name?

Yes
Databases
25
Field types
You need to select a field type for every field that you create. A field type determines
the type of data the field will hold. For example, you store an employees earnings as a
numeric value, and the employee name as a text value. (You can also set validations for
fields to ensure that the correct type of data is entered into them.) The following table
describes the available field types.
Field type
Description
Text
Stores information such as names and addresses. Although you

can store numbers in a text field, you cannot perform
mathematical calculations with them.
Number
Stores numbers, letters, and symbols. However, FileMaker Pro

ignores letters and special characters when performing
calculations. For example, you can store the employee code
E001 in a number field. If you want to perform a calculation
to increase the employee code value in increments of one,
FileMaker Pro ignores the letter E and generates the next value
as E002.
Date
Stores dates only.
Stores times only, as hours, minutes, and seconds.
PR
EV
Time
IE
Explanation
Container
Stores a picture, multimedia file, or graphic. You cannot search

for or sort records by using a container field. However, you can
define a text field to identify a container field and then use the
text field to search and sort records.
Calculation
Stores the result of a formula within a record. The formula might

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

The summary calculation is performed on one field across all the
records in the database file.
Global
Stores a value that is common to all the records in the file. In a

global field, you usually store a value that is rarely modified.
For example, you can store the copyright information for
Outlander Spices in a global field because it is common to all
the records and is not modified. A global field can contain text,
number, date, time, or container data.
26
Do it!
A-3:
Discussing field types
Questions and answers

A
Container
Global
Text
Explain why.
1 Which field type will you use to store photographs in a database file?
Answer A: The container field type is used for pictures and graphics.
Calculation
Summary
Number
Explain why.
IE
2 If you want to store the maximum salary paid to an employee of Outlander Spices,
which field type would you use?
Answer B: The Summary field type is used to calculate values such as totals and averages.
PR
EV
3 The Employees database file has two fields, Birth_date and Hire_date. To create a
field that can generate the employees age when hired, which field type will you
use?
A
Calculation
Container
Number
Explain why.
Answer A: The Calculation field type holds the result of a formula that you specify.
4 Which field type will you use if you want to include the Outlander Spices logo in
all the records in the database file?
A
Container
Date
Global
Explain why.
Answer C: The Global field type stores one value that is common to all records in a file.
Databases
27
Number
Text
Global
Explain why.
5 Which field type is best for storing addresses?
PR
EV
IE
Answer B: The Text field type is appropriate for addresses.
28
Topic B: Creating a database

After youve designed your database, the next step is to create it. You can either use a
template or start with an empty file.
Explanation
A template is a sample database file that contains predefined fields and layouts. You can
use the template as is, or you can customize it to suit your needs.
When you create a new empty file, however, you will need to define the fields and
layouts. This is more flexible than a template but it also requires more planning.
Creating an empty database file
PR
EV
IE
To create an empty database file:

1 Start FileMaker Pro. The New Database dialog box appears. You can also access
the New Database dialog box by choosing File, New Database, or by selecting
the New Database icon from the toolbar.
2 From the New Database dialog box, select Create a new empty file and click
OK. The Create New File dialog box appears.
3 From the Save in list, select the location where you want to save the database
file.
4 In the File name box, enter a name for the file and click Save.
5 In the Define Fields dialog box, define the fields that you want to include in the
database file and specify the field type for each field. Click Done to create the
database file.
You can reorder the fields in the Define Fields dialog box. The View by list helps you
arrange the fields by creation order, field name, field type, and custom order.
Databases
Do it!
B-1:
Defining fields
Heres how
1 Choose Start, All Programs,
FileMaker Pro
2 Select Create a new empty

file
Click OK
Help students navigate to
the current unit folder.
Heres why
3 From the Save in list, select the

current unit folder
To create a blank database file.
The Create New File dialog box appears.
To specify the location where the database file

will be stored.
To specify the name for the database file.
IE
In the File name box, enter
To start FileMaker Pro. The New Database

dialog box appears.
Tell students that

they can also open the
New Database dialog box
by choosing File, New
Database.
29
Employee_details
Click Save
4 In the Field Name box, enter
To open the Define Fields for

Employee_details dialog box. Youll create
fields for the database file.
To specify the field name.
Employee_ID
Under Type, verify that Text is

selected
To specify the field type for Employee_ID.
Click Create
Employee_ID now appears in the field list.
PR
EV
Tell students that

theyll create fields for the
database file in the Define
Fields for
Employee_details dialog
box.
5 Edit the Field Name box to read

First_name

selected
Click Create
6 Create three Text fields named

Last_name, Title, and Division
Tell students that

they will create a Date
field.
To create the second field, First_name, with the

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

Birth_date
Under Type, select Date

Click Create
To create the field Birth_date with the field type

as Date.
8 Create a Date field named

Hire_date
210
Tell students that

they will create a Number
field.

Earnings
Click Create
Under Type, select Number

Your database file now contains eight fields.
You can change the order of the fields in the
dialog box.
10 From the View by list, select

custom order
11 Select as shown
IE
To modify the arrangement of the fields.
Youll notice that the shape of the pointer

changes.
Drag the field below Last_name
PR
EV
To move the Birth_date field below the

Last_name field.
12 Arrange fields as shown
13 Click Done
To close the dialog box. FileMaker Pro

integrates all the fields you defined to create a
record in the database file. A blank record
appears on the screen. You can now add data to
this record.
Data entry
Explanation
When you have finished creating the database file, FileMaker Pro adds one blank
record. You can add records to the file by choosing Records, New Record, or by
clicking the New Record icon on the toolbar.
Databases
Do it!
B-2:
Entering data
Heres how
In the Employee_ID box, enter

E001
Press t
2 In the First_name box, enter
Sandra
If necessary.
To move to the First_name box.
IE
Press t
Heres why
1 Click in the text box next to the

Employee_ID label
Tell students that

they can also click the
First_name field to enter
data in it.
211
PR
EV
3 Enter data in the remaining text

boxes, as shown
Tell students that

they can also select the
New Record icon from the
Standard toolbar.
4 Choose Records,
FileMaker Pro saves the data as you type.

To add a new blank record.
New Record
Observe the Status area
It displays the total number of records and the

current record number as 2.
5 Enter data in the new record as

shown
There are now two records in your database file.
212
Changing field definitions

After you create a database file, you might need to change the name or field type of the
existing fields. To change the field definition:
1 Choose File, Define Fields to open the Define Fields dialog box.
2 Select the field you want to change.
3 Change the name or the field type of the selected field.
4 Click Save to save the changes.
Explanation
PR
EV
IE
If you change a fields type, the data stored in it might change or be deleted. For
example, if you change the type of a Text field to Number, any data beyond the first 255
characters will be deleted. This is because a Number field can hold only 255 characters.
FileMaker Pro displays a message box prompting you to confirm the change of field
type.
Exhibit 2-1: The Define Fields dialog box
Databases
Do it!
B-3:
213
Changing a field definition
Heres how
Heres why
1 Choose File, Define Fields

Employee_code
Youll change the name and field type of this

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

type to number. A number field in FileMaker
Pro accepts text.
IE
Under Type, select Number
2 Select Employee_ID

Employee_details dialog box.
Click Save
A message box appears, prompting you to

confirm the change of field type. This warning
appears whenever you change the field type from
Text to Number, Date, or Time.
Click OK
PR
EV
4 Close the dialog box
To confirm the change. The field list in the

Define Fields dialog box now displays the
modified field name and type.
Click Done.
Save a copy of the database file
Explanation
Do it!
To guard against data loss from system failures or damaged files, you should make a
backup copy of your database file. Its also a good idea to make a backup copy before
you change data in the file. To save a copy of your file:
1 Choose File, Save a Copy As. The Create Copy dialog box appears.
2 From the Save in list, select the location where you want to store the copy.
3 In the File name box, enter a name for the copy and click Save.
B-4:
Saving a copy of a database file
Heres how
1 Choose File,
Heres why
To open the Create Copy dialog box.
Save a Copy As
2 In the Save in list, verify that the

current unit folder is selected
Youll save a copy of your database file.
Edit the File name box to read

My_employees
3 Click Save
4 Close the database file
Choose File, Close.
214
Unit summary: Databases

In this topic, you learned how to design a database. You also learned about naming
conventions and the different field types available in FileMaker Pro.
Topic B
In this topic, you learned how to create a database and enter records into it. You also
learned to change field definitions and save a copy of the database file.
Topic A
1 Plan a database for Outlander Spices that contains the details of the companys
suppliers. (Decide the number, names, and field types for the fields.)
IE
2 Create a database file named Suppliers and define fields for it, as shown in
Exhibit 2-2. (Choose File, New Database to create the database file.)
3 Enter two records in the database file, as shown in Exhibit 2-3 and Exhibit 2-4.
4 Save a copy of the database file as My_suppliers.
PR
EV
5 Close the database file.
Exhibit 2-2: Sample output after step 2 of the Independent Practice Activity
Exhibit 2-3: Record 1 of the Suppliers database file after step 3 of the Independent
Practice Activity
215
Databases
PR
EV
IE
Exhibit 2-4: Record 2 of the Suppliers database file after step 3 of the Independent
Practice Activity
PR
EV
IE
216
Unit 3
Records
31
IE
A View, edit, and delete records.
B Find records by specifying search criteria.

C Replace records.
PR
EV
D Sort records.
32
Topic A: Viewing, editing, and deleting records

When working with a database file, you can change the arrangement in which records
are displayed or printed. You can also modify or delete data from the file.
Viewing records
Explanation
A view temporarily changes the way records appear on screen or printed. The following
view options are available in FileMaker Pro:
Description
Form
Displays one record at a time.
List
Displays the records sequentially
Table
Displays records in a tabular form, as shown in Exhibit 3-1
IE
View
You can switch between views by using the View menu. For example, to switch to the
Table view, choose View, View as Table.
PR
EV
You can view records in different modes. By default, FileMaker Pro opens a database
file in the Browse mode. The different view modes are described below.
Mode
Description
Browse
Use this mode to work with the data in a file.
Find
Use this mode to search for records based on specific criteria.
Layout
Use this mode to arrange how data is presented on screen or in print form.
Preview
Use this mode when you want to see how your data will look when printed.
Exhibit 3-1: A sample Table view
Records
Do it!
A-1:
Viewing a record
Heres how
1 Open Employee_records
2 Choose View, View as List
Scroll down the list
To view the records in this database file.

To view records in a list.
To view all the records.
3 Choose View, View as Form
To view each record individually.
4 Choose View, View as Table
(To view records in the table format.) Each field

name appears as a column heading and each
record appears as a row, as shown in
Exhibit 3-1.
IE
Tell students to scroll

through the records.
Heres why
Help students navigate to

the current unit folder.
33
5 Choose View, Layout Mode
To view the arrangement of the fields in the

record.
6 Choose View, Preview Mode
To see how a record will appear when printed.
PR
EV
7 Return to Browse mode.
34
The Spelling check feature

Explanation
The spelling check feature corrects spelling mistakes in the records of a database file.
When you check spelling, FileMaker Pro compares your text with the words in its
dictionaries.
FileMaker Pro uses two dictionaries: the main dictionary and the user dictionary. The
main dictionary is the local language dictionary. For example, USENGLSH.MPR is the
main dictionary for the United States, and is the default dictionary installed with
FileMaker Pro.
The user dictionary stores words not found in the main dictionary, which are added by
the user. For example, you can add your company name to the user dictionary so that it
will not appear as a misspelled word during a spelling check.
IE
The Spelling dialog box
PR
EV
You can check spelling in the current record, form, layout, or search result by choosing
the appropriate option from the Edit menu. To check all spelling in a database file,
choose Edit, Spelling, Check All. The Spelling dialog box appears, as shown in Exhibit
3-2.
Exhibit 3-2: The Spelling dialog box
The Spelling dialog box contains several components.
Component
Description
Word box
Displays a questionable or misspelled word.
List box
Displays a list of words you can select from to replace the

misspelled word.
Status area
Shows the total number of words checked, and the number of

words misspelled.
Records
35
The dialog box also contains buttons that you can use to perform various actions, as
described below.
Function
Replace
Replaces the misspelled word with a selected word from the list box.
Check
Verifies the spelling of a word.
Skip
Ignores the spelling of the questionable word. For example, you might
skip the names and addresses of the organizations employees.
Learn
Adds the questionable word to the user dictionary.
Cancel
Stops the spelling check and closes the dialog box.
Do it!
A-2:
IE
Context
Button
Shows or hides the questionable word in context.
Checking spelling
Heres how
1 Choose Edit, Spelling,

Check All
PR
EV
Tell students that theyll

check spelling in all the
records of the database
file.
Heres why
To open the Spelling dialog box, as shown in

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

Representative is selected
Click Replace
(To replace the word Reprsentative with

Representative.) The Word box now displays
the next questionable word, Sals.
3 Replace the word Sals with Sales
(Select Sales from the list box and click

Replace.) The last name OConnor appears as
the next questionable word.
4 Click Skip
To ignore the spelling.
5 Skip the names of all employees

that the Word box displays as
questionable
(Click Skip for all employee names.) When the

spelling check is complete, the Done button
appears in the dialog box.
6 Click Done
To close the Spelling dialog box.
36
Modifying records
Do it!
To modify the contents of a record, click the field you want to modify, select the value,
and enter the new value. When you modify the data in a field, you need to ensure that
the type of data you enter matches the field type.
A-3:
Modifying a record
Heres how
Heres why
1 Move to the first record
If necessary.
2 Click the Title field
Youll edit the contents of the field.
3 Edit the box to read
To enter the new title for Sandra.
IE
Tell students that

Sandra Lawrence has
now become the Assistant
Manager in the sales
division and her new
salary is $90,000.
Explanation
Assistant Manager
4 In the Earnings box, enter 90000
(Click anywhere outside the box.) The database

file now displays the modified record.
PR
EV
5 Deselect the box
Records
37
Deleting records
Explanation
You can delete a single record or all records from a database file. When you delete a
record, the data in the record cannot be recovered. Therefore, you should create a copy
of the database file before deleting records.
To delete a record, click within the record, and choose Records, Delete Record.
FileMaker Pro displays a message box that prompts you to confirm the deletion. Click
Delete to delete the record permanently.
Click Cancel to cancel the deletion. To delete all the records from the database file,
choose Records, Delete All Records. When the message box appears, click Delete to
delete the records permanently.
Do it!
A-4:
Deleting a record
Tell students that

Maureen OConnor is no
longer working with
Outlander Spices
1 Click anywhere within the second

record
Observe the status area
2 Choose Records,
Delete Record
3 Click Delete
PR
EV
Tell students that

they can also click the
Delete Record icon on the
toolbar.
Heres why
IE
Heres how
Observe the status area
Youll delete this record.
It displays the total number of records as 25.

A message box appears, asking you to confirm
the deletion.
The record for Pamela Carter, which was the
third record, is now the second record.
It displays the total number of records as 24.
38
Topic B: Finding records

Database files often store large volumes of data. You can work in the Find mode of
FileMaker Pro to search for records quickly.
Explanation
Find mode
You can choose Find mode from the View menu or from the Modes pop-up menu. In
Find mode, FileMaker Pro displays a blank record called a find request, and the status
area expands to offer additional options related to a search, as shown in Exhibit 3-3.
IE
To search for records, you enter criteria into the fields in the find request and click Find.
Criteria are the terms you want to search for. Records that match the criteria are added
to the found set. You can then view, modify, print, delete, or sort data in the found set.
The Symbols drop-down menu contains a list of options that you can use to further
specify your search criteria. You select the Omit check box to exclude a specified set of
records from the found set.
PR
EV
One limitation of Find is that you cannot specify search criteria in any container, global,
or summary fields.
Exhibit 3-3: The Find mode
Records
39
Finding records by using a single search criterion
Do it!
B-1:
Finding records based on criteria in a single field
Heres how
Tell students they

can also press the Enter
key.
1 Choose View, Find Mode

2 In the Division box, enter sales
Heres why
To switch to Find mode
(As shown in Exhibit 3-3.) Youll search the

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

Spices needs the details
of employees working in
the sales division.
You can specify criteria in a single field of the database file to find records. For
example, you might want to find the records of employees hired on September 19, 1999.
To find records, enter 9/19/1999 in the Hire_date field and click Find.
3 Click Find
The status area shows that there are six records

in the found set. FileMaker Pro has now
switched to Browse mode.
The AND condition
The AND condition uses search criteria in multiple fields. The found set for an AND
search consists of records that meet all criteria specified. For example, if you want to
find records of all the employees who joined on September 19, 1999, live in Los
Angeles, and work in the human resources division, enter the respective data in the
Hire_date, City, and Division fields, and click Find.
PR
EV
Explanation
Do it!
B-2:
Finding records based on criteria in multiple fields
Heres how
Tell students that

they can also directly
switch to Find mode and
specify the criteria for both
fields.
1 Choose Records,
Modify Last Find
Heres why
You will add new criteria to the last find
request.
2 In the Title box, enter Manager
Youll find the records of all managers in the

sales division.
3 Click Find
There are two records in the found set.
310
The OR condition
The OR condition uses multiple search criteria in the same field. For example, you can
use the OR condition if you want to find records of employees who live in either Seattle
or Los Angeles. To specify more than one criterion in a field:
1 Switch to Find mode.
2 Enter the first search criterion in a field.
3 Choose Requests, Add New Request.
4 Enter the second criterion in the same field and click Find.
Do it!
B-3:
Finding records that match multiple criteria in the

same field
1 Switch to Find mode
Heres why
IE
Heres how
Youll search for records of employees who

work in either the sales division or the
marketing division.
3 Choose Requests,
To add new criteria to the existing find request.
Add New Request
In the Division box, enter

marketing
PR
EV
Tell students that

they can also use the New
Request tool on the
Standard toolbar to add
new criteria to the existing
find request.
Explanation
4 View the records in the found set
(Click Find.) There are 12 records in the found

set.
Wildcard characters
Explanation
You can use a wildcard character when youre not sure of the exact data youre looking
for. A wildcard character is a symbol that represents one or more unknown characters in
a find request. FileMaker Pro provides two wildcard characters, * (asterisk), and @ (at
sign).
You can use * to substitute zero or more characters in a find request. For example,
entering K* as the search criterion in the First_name field returns all first names
beginning with K.
You can use @ to substitute a single character in a find request. For example, if youre
not sure whether an employees name is Carol or Caryl, you would enter Car@l as your
search criterion.
To use a wildcard character:
2 Select the field for which you want to find records.
3 Enter an incomplete value in the field and select the wildcard character from the
Symbols drop-down menu.
4 Click Find to begin the search.
Records
Do it!
B-4:
311
Using wildcard characters
Heres how
Heres why
2 In the Last_name box, enter J

In the status area, click as shown

To search for records of employees whose last
names begin with J.
To open the Symbols drop-down menu. A list of

symbols appears.
From the Symbols list, choose the

indicated option
IE
Tell students that

they can type the symbol
directly instead of
selecting it from the
Symbols menu.
* appears after the letter J in the Last_name box.
Click Find
View the records in the found set
There are three employees whose last names

begin with J.
PR
EV
In the First_name box, enter

Jami
Youll find the record of employee whose names

have five characters and the first four characters
are Jami.

indicated option
@ appears after Jami in the First_name box.
Click Find
There is one record in the found set.
312
The Omit option
Do it!
You can exclude records from the found set by using the Omit option. FileMaker Pro
finds all the records except those that match the specified criteria. To use the Omit
option, specify the search criteria, check the Omit check box, and click Find.
B-5:
Using the Omit option
Heres how
Explanation
Heres why
Youll search for records of all the employees

other than those who work in the sales division.
3 In the Status area, check Omit
To omit the records for sales division employees

from the found set.
4 Click Find
IE
(There are 18 records in the found set.) The

records of all the employees except those
working in the sales division appear in the found
set.
PR
EV
Records
313
Comparison operators
Explanation
You can use comparison operators to compare two values and return records based on
the result. Comparison operators are available in the Symbols drop-down menu.
Do it!
B-6:
To use comparison operators:

2 Place the insertion point in the text box for the field you want to search.
3 Select a symbol from the Symbols drop-down menu and enter the criteria in the
field.
4 Click Find to perform the search.
Using a comparison operator
Heres why
IE
Heres how

search for records of
employees who earn less
than $45,000 per year.
2 Place the insertion point in the

Earnings box

indicated option
The < symbol appears in the Earnings box.
3 Enter 45000
PR
EV
Tell students to not

delete the less-than
symbol.
4 Click Find
There is only one employee whose earnings are

less than $45,000.
314
Constrain a found set

Constraining a found set refers to searching for records based on multiple criteria in
separate fields. To constrain a found set:
2 Enter the first criteria in the field and click Find.
3 Switch back to Find mode.
4 Enter the second criteria in a separate field.
5 Choose Requests, Constrain Found Set.
Do it!
B-7:
Constraining a found set
Heres why
IE
Heres how
2 In the Division box, enter

marketing
Click Find
Explanation
To search for records of all the employees who

work in the marketing division.
To view the records of all employees in the
marketing division.
3 Switch back to Find mode
To search for all employees who work as

executives in the marketing division.
PR
EV
In the Title box, enter Executive

4 Choose Requests,
Constrain Found Set
To constrain the search from all employees in

the marketing division to only executives in the
marketing division.
There are four records in the found set.
Records
315
Extend a found set

Extending a found set refers to searching for records based on multiple criteria in the
same field or different fields. To extend a found set:
2 Enter the first criteria in the field and click Find.
3 Switch back to Find mode.
4 Enter the second criteria in a separate field.
5 Choose Requests, Extend Found Set.
Do it!
B-8:
Explanation
Extending a found set
Heres how
IE
Heres why

Click Find
To search for records of all the employees who

work in the sales division.
To view the records of all employees in the sales
division.
3 Switch back to Find mode

In the Division box, enter
PR
EV
accounts
4 Choose Requests,
To search for records of employees in the

accounts division
Extend Found Set
To extend the search results by including the

records of all employees in the accounts division
with the records of all employees in the sales
division.
There are 14 records in the found set.
316
Topic C: Replacing records

You can replace the contents of a field with a new value or the result of a calculation.
To specify new data values, you can use the different options available in the
Find/Replace and Replace dialog boxes.
The Find/Replace dialog box
Explanation
IE
You can find and replace data by selecting the Find/Replace command from the Edit
menu. Choose Edit, Find/Replace, Find/Replace. The Find/Replace dialog box appears.,
as shown in Exhibit 3-4.
PR
EV
Exhibit 3-4: The Find/Replace dialog box
Records
Do it!
C-1:
Finding and replacing data
Heres how
Heres why
If necessary.
1 Move to the first record
Tell students that

Outlander Spices has
renamed its accounts
division to finance
317
2 Place the insertion point at the

beginning of the first word in the
Division field
Youll change the name of the accounts division

to finance.
3 Choose Edit, Find/Replace,
To open the Find/Replace dialog box.
Find/Replace
IE
Observe the dialog box. Note that

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

Finance
6 Click Replace & Find
PR
EV
Click Replace & Find again

7 Click Replace All
(As shown in Exhibit 3-4.) To replace

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

records replaced.
318
Replace
Another way to replace a particular field value in a group of records is to create a found
set, and then change the data in the desired field. To replace the contents of a set of
records with a new value:
1 Create a found set based on specified search criteria.
2 Select the field whose contents you want to replace.
3 Enter the new value for the field.
4 Choose Records, Replace. The Replace dialog box appears.
5 Select the first radio button and click Done to close the Replace dialog box and
replace the contents.
Do it!
C-2:
Using the Replace option
Tell students that

renamed its human
resources division as
personnel.
Heres why
IE
Heres how
Explanation
1 Find the records of employees of

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

edit the name of the division to Personnel.
2 In the current record, edit the

Division field to read Personnel
3 Choose Records,
To open the Replace Contents dialog box.
PR
EV
Replace Contents
4 Verify that Replace with:

Personnel is selected
Click Replace
5 Choose Records,
Show All Records
To replace the data value for the records in the

found set and close the dialog box.
(To view all the records.) Note that the file
displays the replaced data value.
Records
319
Topic D: Sorting records

A database file arranges records in the order they were entered. You can rearrange them
in a different order to suit your needs. In FileMaker Pro, you can arrange, or sort,
records in ascending, descending, or custom order. To sort records:
1 Choose Records, Sort. The Sort Records dialog box appears.
2 In the dialog box, select the desired field.
3 Select the sort order (Ascending, Descending, Custom).
4 Click Move to add the field to the Sort Order list.
5 Click Sort.
Explanation
PR
EV
IE
Records can be sorted further by adding more fields to the Sort Records dialog box.
Exhibit 3-5: The Sort Records dialog box
Do it!
D-1:
Sorting data
Heres how
Heres why
1 Observe the Status area
The Sort status is Unsorted.
2 Choose Records, Sort
To open the Sort Records dialog box.
Observe the dialog box
Division
Click Move
Move the Last_name field to the

Sort Order list
4 Click Sort
The first list in the dialog box displays the list of

fields available in the database file. The Sort
Order list will contain the fields based on which
sorting will be done. The Sort button is not
available.
IE
3 From the first list, select
320
(Select the field from the first list and click

Move.) To sort the data further in the Last_name
field.
To sort data in the database file.
(The status area indicates that records are now

sorted.) FileMaker Pro has arranged the records
based on the Division and Last_name fields.
PR
EV
5 Observe the status area
To add the Division field to the Sort Order list.

The Sort button is now available.
Records
321
Unit summary: Records

In this topic, you learned how to view, edit, and delete records.
Topic B
In this topic, you learned how to find records based on criteria specified in single or
multiple fields, and use wildcard characters, the Omit option, and comparison
operators. You also learned how to constrain and extend a found set.
Topic C
In this topic, you learned how to replace the contents of records.
Topic D
In this topic, you learned how to sort records.
Topic A
IE
1 Open Supplier_records.
2 Check and correct the spelling in all the records in the database file. Skip the
contents of the Postal_code, Company_name, and Address fields.
3 Find all records for which the discount percentage is greater than five.
4 Outlander Spices has decided that they no longer want to buy supplies from Tokyo
Traders. Delete the record for this company. (Find the record and then delete it.)
5 New England Seafood Cannery has shifted its head office to 4692, S.E. Amity
Road, Amity, OR, 97101, USA. Replace these values in the companys records.
PR
EV
6 Find the records for the suppliers who provide a credit period of more than two
months.
7 Sort all records based on the Country field in ascending order.
8 Close Supplier_records.
PR
EV
IE
322
Unit 4
Advanced features
41

A Enter data automatically and set
IE
validations.
PR
EV
B Create a calculation field.
42
Topic A: Auto-Enter and validations

FileMaker Pro provides options to increase the speed, accuracy, and consistency of data
entry. The Auto-Enter option automatically enters a specific data value in a field every
time a new record is added to the database file.
Explanation
To ensure the accuracy of data entered, you can set validations. A validation constrains
the type of data that you can put in a field.
Using Auto-Enter
IE
To set the Auto-Enter option for a selected field:

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

date, modification time, creators name, or modifiers
name as the default data value. Check the box, and
then choose an option from the list.
PR
EV
First check box
Description
Serial number
Sets a serialized number to be added to every new

record. To add the serial number, select Serial
number, then enter the starting and increment values
in the appropriate boxes.
Value from previous record
Enters the data value in the same field as in the

previous record.
Data
Enters a specific value in the field for every new

record. To do so, select Data, and then enter up to 255
characters in the text box.
Calculated value
Specifies a calculation for which the result is entered

in the field.
Looked-up value
Copies data from a database file into a field of the

current file. The copied data becomes a part of the
current file.
Prohibit modification of value
Locks the data value entered in the field. You select

this option when you do not want the entered value to
be overwritten.
43
IE
Advanced features
PR
EV
Exhibit 4-1: The Options for Field dialog box
Do it!
A-1:
Entering data automatically
Heres how
Help students locate the
current unit folder within
the Student Data folder.
1 Open Employee_validations
Youll specify Auto-Enter options to enter data

automatically in this database file.

Employee_validations dialog box.
3 From the field list, select

Employee_code
4 Click Options
To open the Options for Field Employee_code

dialog box.
5 Click the Auto-Enter tab
If necessary.
6 Check Serial number
To set a series for the field.
IE

set the Employee_code
field to automatically
increment the code by one
for every new record.
Heres why
44
(As shown in Exhibit 4-1.) To specify the value

to be entered in the Employee_code box for the
next record. This is the starting value for the
series.
In the increment by box, verify

that 1 is selected
To increase the code by increments of one in

every new record.
Click OK
To close the Options for Field

Employee_code dialog box.
PR
EV
In the next value box, enter E027
7 Observe the entry for the

Employee_code field
Click Done
8 Add a new record
Indexed, Auto-enter Serial appears under

Options.
To close the Define Fields dialog box.
(Choose Records, New Record.) FileMaker Pro
automatically displays E027 as the
Employee_code for the new record.
Enter data as shown
Advanced features
45
9 Add one more record and enter

data as shown
PR
EV
IE
Note that the new employee code is E028.

FileMaker Pro has automatically increased the
code by one.
46
Validations
When you set a validation, you ensure that only the correct type of data is entered into a
field. For example, you can set validations on the Earnings field so that it is not left
blank, and contains only numeric data. To set validations, open the Options for Field
dialog box, click the Validation tab, select the appropriate option, and click OK. The
following table describes the options available on the Validation tab.
Option
Description
Strict data type
Verifies that only the correct type of data is entered in the

selected field. It provides three options: Numeric Only, 4Digit Year Date, and Time of Day.
Not empty
Ensures that the field is not left blank.
Unique
Existing
Verifies that duplicate data values are not entered in the

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

range of values (letters, numbers, dates, or time). To set the
option, specify the start and end values for the range in the
boxes provided next to the check box.
Validated by calculation
Ensures that the result of a specified formula is entered in

the field.
Maximum number of
characters
Displays the maximum number of characters the field can

contain.
Strict: Do not allow user

to override validation
Ensures that the user does not override a specified

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

if validation fails
Displays a specific message whenever a user enters a data

value that violates the validation. You can enter the
message in the box next to the check box.
47
IE
Advanced features
PR
EV
Exhibit 4-2: The Options for Field dialog box displaying the validation settings
48
Do it!
A-2:
Setting validations
Heres how
Heres why
2 From the field list, select

Earnings
Open the Options for Field dialog

box
1 Open the Define Fields dialog box

To set validations for this field.
Click Options.
If necessary.
4 Check Strict data type
To ensure that the data entered in the field

matches a specified data type.
IE
3 Click the Validation tab
In the Strict data type list, verify

that Numeric Only is selected
5 Check Not empty
To ensure that the Earnings box is not left blank.

This validation is set because an employee
cannot have zero earnings, as shown in
Exhibit 4-2.
To close the Options for Field Earnings dialog
box.
PR
EV
Click OK
To ensure that only numeric values are entered

in the Earnings field.
Close the Define Fields dialog box
6 Add a new record
Enter data as shown
Move to the Earnings field
Return to the previous record.
(To leave the Earnings box empty.) A warning

message appears, stating that the Earnings field
requires a value.
Click No
To enter data in the field.
Advanced features
Note that you have entered a symbol in the
Earnings field.
7 In the Earnings box, enter

$85000
A warning message appears, indicating that the

field is defined to contain only numeric values.
Press t.
Click No
49
To enter only the numeric value 85000 in the

field.
8 Delete $
The record is now accepted.
PR
EV
IE
Press t
410
Topic B: Calculation fields

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

1 Open the Define Fields dialog box.
2 Create a calculation field. The Specify Calculation dialog box appears.
3 Build a formula by double-clicking the field(s) on which you want to perform
the calculation and selecting the function(s) or operator(s) from the Function and
Operator lists.
4 Click OK.
The formula you build appears in the formula box.
Binary
Operators
Logical
Operators
View list
PR
EV
Field list
Function
list
Formula
box
Exhibit 4-3: The Specify Calculation dialog box
Advanced features
Do it!
B-1:
Creating a calculation field
Heres how
Heres why

Bonus
Youll create a calculation field and specify a

formula for calculating the bonus.
Tell students that

declared to pay a 10percent bonus to all its
employees.
411
To name the field.
Under Type, select Calculation
The Specify Calculation dialog box appears.

Note that the insertion point appears in the
formula box. Youll specify a formula in the
box.
IE
Click Create
3 In the formula box, enter 0.10
The bonus amount will be 10 percent of

earnings.
PR
EV
Click as shown
In the field list, double-click
The text, Earnings, appears in the formula box.
Earnings
Observe the formula box
The box now displays the formula for

calculating the bonus, as shown in Exhibit 4-3.
In the Calculation result is dropdown list, verify that Number is

selected
To specify that the calculation result should be a

number.
4 Click OK
To close the dialog box. The formula for

calculating the bonus appears under Options of
the Bonus field.
Click Done
5 Scroll through other records
The database file now displays the calculation

field. Note that the value that appears in the
Bonus field is 10 percent of the value in the
Earnings field.
To view the bonus for each employee.
412
Unit summary: Advanced features

In this topic, you learned how to use Auto-Enter to enter data automatically, and how
to set validations.
Topic B
In this topic, you learned how to create a calculation field and to specify a formula to
calculate values for a field.

1 Open Product_validations.
Topic A
2 Set the Serial number option for the Product_code field. Start the series with the
code P011 and increase the code by increments of one.
IE
3 Set validations for the Unit_price_in_usd and Quantity_in_oz fields to accept only
numbers.
4 Create a calculation field called Product_value and specify a formula for
calculating the product value. (The product value will be calculated by multiplying
the quantity of products with the unit price.)
5 Add a record. (Enter details, as shown in Exhibit 4-4.)
6 Move to the next field. Compare the display on your screen with Exhibit 4-5.
PR
EV
Exhibit 4-4: New record of the Product_validations file after step 5 of the Independent
Practice Activity
Exhibit 4-5: The sample output of Product_validations after step 6 of the Independent
Practice Activity
Unit 5
Layouts
51

A Create a value list, create a repeating field,
IE
resize and move a field, and change the

default tab order.
B Add custom text and graphics to a layout.

C Create and print layouts for reports, form
PR
EV
letters, and mailing labels.
52
Topic A: Customizing layouts

Layouts determine the way data is organized and presented. When you create a database
file, FileMaker Pro displays all fields in a simple layout type called Standard form. You
can customize the Standard form layout by creating value lists, resizing fields, moving
fields, and adding text and graphics.
Explanation
The Layout mode
To customize a layout, you need to work in Layout mode. To switch to Layout mode,
choose View, Layout Mode. (You can also choose Layout Mode from the Modes
pop-up menu.)
IE
A layout contains layout parts that determine the organization of data. The main layout
parts created in the Standard form layout are the header, body, and footer, as shown in
Exhibit 5-1 and described below:
The header is used to display general information such as the logo and company
name.
The body contains objects, such as fields, text, or graphics. An object is an item
that you can add, move, resize, or delete on the layout.
The footer can contain the page number, current date, custom text, or a graphic.
PR
EV
You can add, modify, or delete layout parts. Any change made to an object in Layout
mode is reflected in all the records in Browse or Preview mode.
The tool panel appears in the status area, as shown in Exhibit 5-1. The tool panel
displays the tools you can use to add objects to a layout. The following table describes
the most commonly used tools.
Tool
Name
Description
Selection tool
Selects an object on the layout. This tool is active by default. To select an

object, click it. Small black handles will appear on the corners of the
selected object. To select more than one object, press Shift while selecting
the objects. You can also drag the selection pointer to include the objects
you want to select.
Text tool
Adds custom text anywhere on the layout. To add text, select the tool
from the tool panel and click where you want to display the text. A
blinking insertion point surrounded by a dotted frame appears. The frame
expands as you type text in it.
Line tool
Draws a line on the layout.
Rectangle tool
Draws a rectangle on the layout.
Oval tool
Draws an oval on the layout.
Layouts
Tool
panel
Button tool
Adds a button to the layout.
Field tool
Adds a field to the layout.
Part tool
Adds a part to the layout.
Fill color menu
Fills color in an object on the layout.
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Body
Description
Header
Name
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Tool
53
Footer
Exhibit 5-1: The Layout mode
54
Value lists
A value list stores values that a user can select from while entering data in records. This
saves time and ensures data consistency. For example, if Outlander Spices has four
divisions, you can define a value list that contains all the division names. A user can
then select the desired name from the list.
IE
To define a value list:

1 Choose File, Define fields.
2 In the Define Fields dialog box, select the field you want to modify and click
Options.
3 Click the Validation tab and check Member of value list.
4 From the drop-down box, select Define Value Lists.
5 Click New to open the Edit Value List dialog box.
6 In the Value List Name box, specify a name for the value list. In the Use custom
values list below the Value List Name box, enter the data values for the list.
Press Enter after specifying each value.
7 Click OK to close the dialog box. An entry for the value list is created in the
Define Value Lists dialog box.
8 Close the remaining dialog boxes.
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After creating the value list, you can display it as a pop-up menu, pop-up list, a series of
check boxes, or radio buttons. To do so, you need to format the field on the layout. To
format the field:
1 Choose View, Layout Mode to switch to Layout mode.
2 Click the field for which you created the value list.
3 Choose Format, Field Format. The Field Format dialog box appears.
4 Under Style, choose the style in which you want to display the value list. From
the Using value list, select the value list whose contents you want to display.
5 Click OK to close the Field Format dialog box.
6 Switch to Browse mode to observe the value list.
Layouts
Do it!
A-1:
Defining a value list
Heres how
Heres why
1 Open Employee_layouts
Help students locate the

current unit folder within
the Student Data folder.
55

Select Division
Open the Options for Field dialog

box
3 Click the Validation tab
Youll create a value list for this field.

Click Options.
If necessary.
Tell students that

they can also open the
Define Value Lists for
Employee_layouts dialog
box by Choosing File,
Define Value Lists.
IE
Check Member of value list

Select as shown
The Define Value Lists for Employee_layouts

dialog box appears.
PR
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4 Click New
5 Edit the Value List Name box to

read Division
To open the Edit Value List dialog box.

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

enter Sales
Press e
Tell students to press

Enter after they enter
every value.
Add Marketing,
Human Resources, and

Accounts to the list.
6 Click OK
(To close the Edit Value List dialog box.) The

Define Value Lists for Employee_layouts
dialog box now contains an entry for the value
list.
Click Done
To close the Define Value Lists for

Employee_layouts dialog box.
Click OK
To close the Options for Field Division dialog

box.
Click Done
To close the Define Fields for

7 Choose View, Layout Mode
To switch to the Layout mode.
56

8 Select the Division field
9 Choose Format,
Help students to set the

options.
Under Style, select the indicated

option
(To open the Field Format for Division dialog

box.) Youll format the Division field to display
the value list as a pop-up menu.
Field Format
To display the value list in the form of a pop-up

menu in the Division box and allow the user to
add a value to the list, when needed.
To close the dialog box. The Division field will
now display a pop-up menu.
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Click OK
10 Switch to Browse mode
Choose View, Browse Mode.
Click the Division field
PR
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(To display the pop-up menu.) Note that values

you defined appear on the menu. The menu
option also contains an Other entry to allow
additions to the list.
11 Click anywhere outside the box
To close the menu.
Layouts
57
Repeating fields
You can store multiple values in a repeating field. You can create repeating fields for
text, number, date, time, and calculation field types. To define a repeating field:
1 Choose File, Define Fields.
2 In the Define Fields dialog box, define the field that you want to include in the
database file, specify the field type for it, and click Options. The Options for
Field dialog box appears.
3 Click the Storage tab and check Repeating field with a maximum of <n>
repetitions.
4 Enter the number of repetitions in the text box and click OK.
5 Click Done.
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Explanation
Exhibit 5-2: Database file with a repeating field
Do it!
A-2:
Creating a repeating field
Heres how
Tell students that
Spices needs to maintain
records of the
qualifications of all the
employees.
Heres why

To define a new field. Youll define this field as

a repeating field with a maximum of two
repetitions.
Qualification

selected
3 Click Options
To specify the field type as text.
IE
Click Create
58
To open the Options for Field Qualification

dialog box.
4 Click the Storage tab

5 Check
To specify Qualification as a repeating field.
Repeating field with a

maximum of <n>
repetitions
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In the repetitions box, enter 2
Click OK
6 Click Done
7 Observe that Qualification

appears as a repeating field
Youll notice that the Qualification field

contains two boxes for entering data.
In the first box, enter Business

Management Degree
In the second box, enter Product

Management Certification
8 Observe the Qualification field
(As shown in Exhibit 5-2.) The Qualification

field appears as a repeating field.
Layouts
59
Changing the size of fields

The size of a field in a layout might not be appropriate to display its contents. To resize
a field, you first select it, then click and drag any of the black handles that appear on the
corners. While you are dragging a handle, the height of the field might change. To
maintain the height of the field, press Shift as you resize it.
PR
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Explanation
Exhibit 5-3: The Employee_layouts database file in Layout mode
Do it!
A-3:
Resizing fields
Heres how
Heres why
1 Switch to Layout mode
The field boxes are not equal in size. Youll

resize all the fields to the size of the Last_name
field.
2 Click the Employee_code

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

corners of the box.
Press and hold s and drag

as shown
To resize it.
3 Click the First_name field and reduce its size to equal the Last_name field
4 Resize all the other fields to the

size of the Last_name field
510
Rearrangement of fields
You can change the arrangement of fields by moving them. To move a field, select it,
place the insertion point in the middle of the field, and drag it to a new position. While
you drag a field, a dotted line appears around the field to help you align it horizontally
with other fields.
Explanation
IE
To move several fields simultaneously, drag the selection pointer around the fields that
you want to move. All the selected fields display handles around them. Place the
insertion point in the middle of the selection and drag it to a new position.
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Exhibit 5-4: The Employee_layouts database file after rearranging the fields
Layouts
Do it!
A-4:
Moving fields
Heres how
Heres why
1 Drag as shown
Tell students that

they can also select the
label and the field together
by pressing the Shift key
while clicking the fields.
511
(To select the Last_name field and label.) Youll

move the field along with its label next to the
First_name field.
Drag the selection as shown
IE
The appearance of the pointer changes and a

dotted line appears on the left and right sides of
the field. You can use this line to align the field
with First_name. A gap appears between the
First_name and Birth_date fields.
PR
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2 Select the fields as shown
Tell students that they can

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

arrange fields as shown in
the exhibit, because this is
important for the next
activity.
Youll move these fields up to fill the gap.
Place the insertion point in the

middle of the selection and drag it
up to fill the gap
3 Click anywhere outside the

selection
To deselect the fields.
4 Arrange other fields, as shown in

Exhibit 5-4
Move fields and adjust spacing between fields.
To view records
512
The tab order

Explanation
The tab order determines the sequence in which you enter data in fields. By default,
FileMaker Pro activates the fields from left to right and from top to bottom. If you
rearrange fields in a layout, you might want to specify a custom tab order.
To set a tab order, choose Layouts, Set Tab Order. The Set Tab Order dialog box and
numbered arrows displaying the default tab order appear.
To edit the tab order, select Edit tab order, click the field whose tab order you want to
change, and type the number (tab position) for the field in the numbered arrow. Click
OK to set the new tab order. (Select Create new tab order to set the tab order for all the
fields.)
A-5:
Setting tab order
Heres how
Heres why
IE
Do it!
1 Click the Employee_code

field
Help students to examine
the tab order.
Examine the tab order
Press Tab to move between fields. Note that the

Division and Title fields are at the sixth and
seventh positions, respectively. Youll swap the
tab order for these two fields.
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3 Choose Layouts,
Set Tab Order
The Set Tab Order dialog box appears. Note that

numbered arrows displaying the default tab
order appear.
4 Verify that Edit tab order is

selected
Youll use this option to specify the tab order for

individual fields. You can set the tab order for
all the fields by selecting Create new tab order.
5 Click the Title field
Youll set this box to be at the sixth position in

the tab order.
In the numbered arrow, enter 6
6 Click any other field

Click OK
FileMaker Pro swaps the tab order of the Title

field with that of the Division field.
To set the order.
7 Switch to the Browse mode

Examine the tab order
Now the insertion point moves to the Title field

before the Division field.
Layouts
513
Topic B: Adding text and graphics

You can add text and graphics anywhere in a layout. These additions do not become
part of the database file; they appear only in the layout in which you add them.
Explanation
Adding and formatting text
To add text, click the Text tool in the tool panel or on the Tools toolbar. In the body of
the layout, click where you want to add text. A blinking insertion point surrounded by a
dotted frame appears. As you type, the box expands to accommodate the text. Click
anywhere outside the box when you are finished.
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After you add text to the layout, you can format it. To format text, select the field and
choose Format, Text. The Text Format for selected objects dialog box appears. Here you
can change the font, size, or color of text. Choose the required options and click OK to
close the dialog box.
Do it!
B-1:
Adding and formatting custom text in a layout
Heres how
Heres why

2 In the tool panel, click
Click above the Employee_code
field, as shown
Youll add a heading to the layout by using the

Text tool.
514
In the box, enter
IE
A blinking insertion point surrounded by a

dotted frame appears.
Employee Details
3 Click anywhere outside the box

Choose Format, Text
(When finished typing.) Note that the text you

just typed is automatically selected.
(To open the Text Format for selected objects
dialog box.) Youll format the text that you
added to the layout.
PR
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Under Style, check Bold
From the Size list, select 18
From the Color list, select as

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

the text changes.
Layouts
515
Adding graphics
Explanation
To add a graphic to a layout, choose Insert, Picture. The Insert Picture dialog box
appears. From the Look in list, navigate to the location of the graphic, then select the
name of the graphic file and click Open.
Do it!
B-2:
The dialog box also provides an option to store only a reference to the graphic file. If
you select this option, you can save space in the database file. However, FileMaker Pro
will lose track of the graphic if you move or delete it from its original location. To store
a graphic as a reference, check Store only a reference to the file.
Adding a graphic to a layout
Heres how
IE
1 Drag the header as shown
Heres why
(Click the header icon and drag it. The shape of

the pointer changes.) Youll add the Outlander
Spices logo.
Click within the header region
The Insert Picture dialog box appears.
3 Select logo
From the current unit folder.
PR
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2 Choose Insert, Picture
Click Open
To insert the logo.

Scroll through records
The logo appears in all the records.
516
Topic C: Adding layouts

The Standard form layout, which FileMaker Pro creates by default, contains all the
fields defined in the database file. However, you might need to work with only a subset
of the fields. To do so, you can create a new, customized layout in your database file.
Explanation
In FileMaker Pro, you can create six types of layouts: Standard form, Columnar
list/report, Table view, Labels, Envelope, and Blank.
IE
To create a new layout, switch to Layout mode. Choose Layouts, New Layout/Report.
The New Layout/Report assistant appears. The assistant consists of a series of panels or
dialog boxes that guide you through creating a layout. After youve created the desired
number of layouts, you can switch from one to another by using the Layout pop-up
menu.
Columnar list/report layouts
A columnar list/report layout displays data in the form of rows and columns, with
column headings denoting field names. The layout contains the fields that you specify
while creating the layout, in the order in which you specify them.
FileMaker Pro provides two options for creating lists/reports. You can create a simple
report with data presented as rows and columns or a complex report that displays
subtotals and grand totals as well.
PR
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To create a columnar list/report layout:

1 In Layout mode, choose Layouts, New Layout/Report. The New Layout/Report
assistant appears.
2 In the Layout Name box, enter a name for the layout. From the Select a layout
type list, select Columnar list/report. Verify that Include in Layout pop-up menu
is selected. Click Next to move to the next step.
3 Under Choose Report Layout, select the type of list/report that you want to
create and click Next.
4 From the Available fields list, select the fields you want to include in the new
layout, then click Move. Click Next to move to the next step.
5 From the Report fields list, move fields in the order desired to the Sort order list.
Click Next.
6 From the Layout themes list, select a theme for the layout. Click Next.
7 Specify the header and footer information that you want to add to the layout.
Click Next.
8 In the Create a Script for this Report, verify that Do not create a script is
selected. Click Next.
9 In the final dialog box, verify that View the report in Preview mode is selected.
The Finish button appears. Click Finish to close the assistant.
517
IE
Layouts
PR
EV
Exhibit 5-5: The List of employees layout in Preview mode
518
Do it!
C-1:
Creating a columnar list/report
Heres how
Heres why
Switch to Layout mode

Tell students that
Spices wants to create a
list containing employee
information such as
employee code, title,
division, and earnings.
2 Choose Layouts,
New Layout/Report
3 Edit the Layout Name box to read

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

assistant will guide you through the steps to
create a new layout.
Youll create a list of employees of Outlander
Spices.
To add the layout to the Layout pop-up menu.
IE
Verify that Include in layout popup menu is checked
1 Open Employee_reports
From the Select a layout type list,

select Columnar list/report
Click Next
Youll create a simple report by using this

option.
PR
EV
4 Under Choose Report Layout,

verify that Columnar List/Report
is selected
(To move to the next step.) Youll specify the

type of list/report that you want to create. You
can create a simple report or a complex report
with summary data.
Click Next
(To move to the next step.) Youll specify the

fields that you want to include in the new layout.
5 From the first list, select

Employee_code
Tell students that

Employee_code to add it
to the Layout fields list.
Tell students that they

need to scroll down the
first list to select the fields.
Click Move
To add the field to the Layout fields list.
Add Title, Division, and

Earnings to the list
Click Next
6 Select Division
Youll specify how you want the data sorted.

To sort the database file by the Division field.
Click Move
Click Next
Youll select a theme for the new layout.
7 From the Layout themes list,

select Standard
Click Next
Youll add a page number to the layout footer.
Layouts
519
8 Under Footer, from the Bottom

right list, select Page Number
Tell students that scripts

are beyond the scope of
this book.
Click Next
9 Verify that Do not create a script
is selected
Click Next
10 Verify that View the report in
Preview mode is selected
To close the New Layout/Report assistant and

preview the report. Note that the Title and
Division fields are not big enough to display all
the data values.
IE
Click Finish
To view the list as it will look when printed.
Move the Division and Earnings

fields to the right.
Youll increase the size of the Title and Division

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

as shown
Increase the size of the Division
field
13 Switch to Preview mode
(Move the Earnings field to the right.) To

display all its contents.
To view the report and observe changes, as
shown in Exhibit 5-5.
In the status area, open the Layout

pop-up menu
Click outside the menu
The database file now contains two layouts.

To close it.
520
Adding fields to the layout

Explanation
Each layout you create displays the fields that you specified. You can add more fields to
the layout later.
Do it!
C-2:
Adding a field
Heres how
Heres why
2 Using the Field tool, drag a field

to the right of the Earnings field
4 Click OK
(The shape of the pointer changes.) The Specify

Field dialog box appears.
The Bonus label appears inside the Earnings

field.
5 Move the Bonus label above the

Bonus field, as shown
PR
EV
Tell students that

Bonus to add it to the
layout.
Youll add the Bonus field to the layout. This

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

resize the field, if
necessary.
6 Switch to Preview mode
The layout displays the Bonus field along

with data.
Layouts
521
Form letters
In FileMaker Pro, you can create a form letter to be sent to several people by creating a
blank layout and typing the text of the letter. Then, you insert merge fields for attributes,
such as names and addresses, which are different for each recipient. A merge field is a
placeholder for the contents of a field, and can change in size according to the amount
of data in the field.
Explanation
PR
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IE
To create a form letter:

1 In Layout mode, choose Layouts, New Layout/Report to start the New
Layout/Report assistant.
2 In the Layout name box, specify a name for the layout. From the Select a layout
type list, select Blank layout and click Finish.
3 From the tools panel, select the Text tool and create space for typing the
contents of the letter by dragging the pointer in the body of the layout.
4 Type the contents of the letter and merge fields wherever required. To insert a
merge field, choose Insert, Merge Field. The Specify Field dialog box appears.
Select the name of the field you want to insert and click OK.
Exhibit 5-6: The Invitation letter layout in Layout mode
Do it!
C-3:
Creating a form letter by merging fields
Heres how
Tell students that
organized a party for its
employees. Therefore, the
organization is sending
invitation letters to all
employees.
Heres why

Choose Layouts,
New Layout/Report

Invitation Letter
Click Finish
Youll create an invitation letter for a party to be

sent to all the employees of Outlander Spices.
To create a blank layout. Youll add more

information later to the body of the letter.
IE

select Blank layout
522
3 In the Tools panel, click
Click the top-left corner of the

body of the layout and drag, as
shown
PR
EV
Help students drag the

pointer to cover the entire
body part.
To create space to type the contents of the letter.
4 In the top-left corner, type

Dated:
Youll insert a date symbol that displays the

current date in the layout.
Press q
Tell students that

they can type the symbol
instead of typing the date.
Choose Insert, Date Symbol

Press e twice
To insert two lines of spacing between the date

and salutation.
5 Type To
Press q
Layouts
6 Choose Insert, Merge Field
523
The Specify Field dialog box appears.
From the list, select First_name
Press q
Insert more fields, as shown
To insert First_name in the layout. In Browse

and Preview mode, each record will display the
corresponding first name for the employee.
IE
Tell students to add

spacing between the
fields.
Click OK
Tell students that

First_name to add it to the
layout.
Press e twice
7 Type Dear
Press q
PR
EV
Insert First_name
Choose Insert, Merge Field and select

First_name.
Press e twice
8 Open Notepad
Help students to locate

the letter text file in the
current unit folder.
Choose Start, All Programs, Accessories,

Notepad.
Open letter
Copy the contents of the file
Select the contents of the file. Choose Edit,

Copy.
Close Notepad
Tell students to click Yes if

a dialog box appears.
9 Choose Edit,
Paste Unformatted Text
To move the contents of the text file in the

layout. The final letter will appear, as shown in
Exhibit 5-6.
Scroll through the records
The date symbol that you inserted displays the

current date, and the merge fields display the
data value for each record.
524
Mailing labels
FileMaker Pro provides a layout for creating mailing labels. You can specify custom
measurements for the layout or choose a predefined label type. To create a Labels
layout:
1 In Layout mode, start the New Layout/Report assistant.
2 In the Layout name box, specify a name for the layout. In the Select a layout
type list, select Labels. Click Next.
3 From the first drop-down list, select the measurements for the label. Click Next.
4 Select the fields you want to include from the first list and click Add Field. Click
Next to move to the last step.
5 Select View in Preview mode and click Finish.
PR
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IE
Explanation
Exhibit 5-7: The Employee mailing labels layout in Preview mode
Layouts
Do it!
C-4:
525
Creating a mailing label
Heres how
Heres why
2 Start the New Layout/Report

assistant

Choose Layouts, New Layout/Report.

Employee mailing labels

select Labels
IE
Click Next
4 In the list, verify that Avery 5160

is selected
Click Next
To specify the settings that match the

dimensions of the label paper. Avery 5160 sets
three labels across the page, which have
dimensions of 1 by 25/8 inches, as shown in
Exhibit 5-7.
Youll add fields in the Label Contents list.
5 From the list, select
PR
EV
First_name
Click Add Field
To add the field to the Label Contents list.
Press q
6 Add other fields to the Label

Contents list, as shown
Click Next
7 Verify that View in Preview mode

is selected
Click Finish
The name of the layout is added to the Layout

pop-up menu.
526
Printing layouts
Its good practice to preview the contents of a layout before printing it. To preview and
print a layout:
1 Switch to Preview mode by choosing View, Preview Mode. View the layout.
2 Choose File, Print to open the Print dialog box.
3 In the Print list, verify that Records being browsed is selected. Under Print
range, verify that All is selected.
4 Click OK to print the layout.
Do it!
C-5:
Printing a layout
Heres how
Explanation
Heres why
Select View, Preview mode.
2 Choose File, Print
To open the Print dialog box.
IE
1 View the contents of the layout
In the Print drop-down list, verify

that Records being browsed is
selected
Under Print range, select All
3 Click Cancel
PR
EV
If students have printers

installed on their
computers, ask them to
click OK.
To print all the pages in the layout.
Layouts
527
Unit summary: Layouts

In this topic, you learned how to create a value list and a repeating field. You also
learned how to resize and move fields. Finally, you learned how to set the tab order
for fields.
Topic B
In this topic, you learned how to add custom text and graphics to a layout.
Topic C
In this topic, you learned how to create a Columnar list/report and add fields to it. In
addition, you learned how to create form letters and mailing labels. You also learned
how to print a layout.
Topic A
IE
1 Open Product_layouts.
2 Create a value list for the Product_category field. Name it Categories and display
the value list as a pop-up menu. (The values to be defined are Whole, Ground, and
Raw.)
3 Resize and arrange the fields on the layout, as shown in Exhibit 5-8.
4 Add the heading Product Details. Change the font size to 18. Insert the logo of
Outlander Spices to the header. Select the logo from the current unit folder within
the Student Data folder. (Compare your work with Exhibit 5-9.)
PR
EV
5 Close Product_layouts.
6 Open Supplier_layouts.
7 Create a columnar list/report layout and name it List of suppliers. Include the
Supplier_code, Company_name, and Percentage_discount fields in the layout. Sort
the list by Supplier_code and select a Standard layout theme. Resize the
Company_name field to display all its contents. (Compare your work with Exhibit
5-10.)
8 Add the Credit field to the layout.
9 Create a mailing label layout for suppliers. Name it Suppliers mailing label. Add
Company_name, Address, City, Zip_code, and Country fields to the label.
10 Create a form letter layout. Name the letter Invitation letter. Copy the contents of
the letter from Supplier_letter text file in Notepad (in the current unit folder of the
Student Data folder).You may need to resize the text box. (Compare your work with
Exhibit 5-11.)
Exhibit 5-8: A sample of Product_layouts after step 3 of the Independent Practice

Activity
528
PR
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IE
Exhibit 5-9: A sample of Product_layouts after step 4 of the Independent Practice

Activity
Exhibit 5-10: A sample of the Supplier list layout after step 7 of the Independent
Practice Activity
Exhibit 5-11: A sample of the Letter layout after step 10 of the Independent Practice
Activity
S1
FileMaker Pro 6:
Basic
Course summary
IE
This summary contains information to help

you bring the course to a successful
conclusion. Using this information, you will
be able to:
A Use the summary text to reinforce what
students have learned in class.
B Direct students to the next courses in this
PR
EV
series (if any), and to any other resources

that might help students continue to learn
about FileMaker Pro 6.0.
S2
Topic A: Course summary

Unit 1
At the end of the class, use the following summary text to reinforce what students have
learned. It is not intended as a script, but rather as a starting point.
Unit 2
IE
In this unit, students learned about database-related concepts such as records, fields,
and data values. They learned to start FileMaker Pro 6.0 and open a database file.
They learned to explore the FileMaker Pro window and the database window. Next,
students learned to use FileMaker Pro Help. They learned how to use the Contents,
Index, and Find tabs. Finally, they learned to close a database file and FileMaker
Pro.
In this unit, students learned how to plan and design a database. They also learned
about the different field types available in FileMaker Pro. In addition, they learned
about field naming conventions. Students learned how to create a database and enter
records in it. Finally, they learned to change field definitions and save a copy of the
database file.
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Unit 3
In this unit, students learned how to view, edit, and delete records. Next, they learned
how to find records based on criteria in single or multiple fields and use wildcard
characters, the Omit option, and a comparison operator. They also learned to
replace the contents of records. Finally, students learned how to sort records.
Unit 4
In this unit, students learned to use Auto-Enter to set a serialized number or default
value for a field. They learned to set validations on data-entry. Finally, they learned to
create a calculation field to specify a formula for generating calculated values for a
field.
Unit 5
In this unit, students learned to create a value list and repeating fields. They also
learned how to move and resize fields. In addition, they learned to set a tab order and
add custom text and graphics to the layout. Finally, students learned to create a
report layout, mailing label layout, and form letter layout, preview them, and print
them. They also learned how to add fields to a layout.
Course summary
S3
Topic B: Continued learning after class
Point out to your students that it is impossible to learn to use any software effectively in
a single day. To get the most out of this class, it is important that students begin
working with FileMaker Pro 6.0 to perform real tasks as soon as possible. Course
Technology also offers resources for continued learning.
Next courses in this series
This is the first course in this series. The next course in this series is:
FileMaker Pro 6: Advanced
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Other resources
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In addition to the other courses in this series, students might also find some of these
Course Technology resources useful as they continue to learn about FileMaker Pro 6.0.
For more information, visit www.course.com.
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S4
Q1
Shortcut keys
Function
Opens the Help feature
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Button
FileMaker Pro 6:
Basic
Quick reference
Returns to the Help Topics index
Returns to the last page viewed in the Help feature

Prints the Help topic
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Displays the next page of the Help text
Displays the previous page in the Help text

Opens a new database
Opens the Modes pop-up menu

Opens the Layouts pop-up menu
Creates space to add custom text to the layout
Selects an object on the layout
Draws a line on the layout
Draws a rectangle on the layout
Draws an oval on the layout
Adds a field to the layout
Q2
Button
Shortcut keys
Function
Submits the find request
Sorts records
c+N
Creates a new record
c+E
Deletes a record
c+P
Prints the current layout
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c+S
Opens the Symbols pop-up menu
I1
Index
Menu bar, 1-6
Modifying records, 3-6
Moving fields, 5-10
A
AND condition, 3-9
Auto-Enter option, 4-2
C
Calculation fields, 4-10
Closing FileMaker Pro, 1-20
Columnar list/report layouts, 5-16
Comparison operators, 3-13
Constraining a found set, 3-14
Omit option, 3-12

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

Planning a database, 2-2
Preview view, 3-2
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Backing up data, 2-13

Browse view, 3-2
Button tool, 5-3
Naming conventions, 2-4
Data values, 1-2

Database
Planning, 2-2
Window components, 1-8
Database Management System (DBMS), 1-2
DBMS, 1-2
Deleting records, 3-7
Field tool, 5-3

Fields, 1-2
Types of, 2-5
Fill color menu, 5-3
Find view, 3-2
Finding records, 3-8
Form letters, 5-21
Help feature, 1-12
Layout
Mode, 5-2
View, 3-2
Line tool, 5-2
Records, 1-2
Rectangle tool, 5-2
Repeating fields, 5-7
Selection tool, 5-2

Sorting records, 3-19
Spelling check feature, 3-4
Starting FileMaker Pro, 1-4
Status bar, 1-6
Tab order, 5-12

Templates, 2-8
Text tool, 5-2
Title bar, 1-6
Tool panel, 5-2
Toolbar, 1-6
Validations, 4-6
Value lists, 5-4
Viewing records, 3-2
Wildcard characters, 3-10
Mailing labels, 5-24
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I2

FileMaker Pro 6 - Basic

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