Filemaker File Maker Pro 6 User’s Guide Fmp UG En

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FileMaker
Pro 6
User’s Guide

©1995, 1997-2002 FileMaker, Inc. All Rights Reserved.
FileMaker, Inc.
5201 Patrick Henry Drive
Santa Clara, California 95054
www.filemaker.com
FileMaker documentation is copyrighted. You are not authorized to make additional copies or distribute this documentation without
written permission from FileMaker. You may use this documentation solely with a valid licensed copy of FileMaker software.
FileMaker is a trademark of FileMaker, Inc., registered in the U.S. and other countries, and ScriptMaker and the file folder logo are
trademarks of FileMaker, Inc. All other trademarks are the property of their respective owners.
This software is based in part on the work of the Independent JPEG group. This product includes software developed by the Apache
Software Foundation (http://www.apache.org/). Portions of this software are © 1991-2002 DataDirect Technologies. All rights
reserved.
All persons and companies listed in the examples are purely fictitious and any resemblance to existing persons and companies is
purely coincidental.
Mention of third party companies and products is for informational purposes only and does not constitute an endorsement. FileMaker
assumes no responsibility with regard to the selection, performance, or use of these products. All understandings, agreements or
warranties, if any, take place directly between the vendor and prospective users.

Contents
Preface
Learning how to use FileMaker Pro
Registration and customer support
xi
Using the FileMaker Pro documentation
xi
How this guide is organized
xii
A note about the illustrations
xii
Using FileMaker Pro Help
xiii
Starting FileMaker Pro Help
xiii
About the Help topic window
xiii
Finding a topic using the Help Contents
xiii
Finding a topic using the Help Index
xiv
Finding a topic using specific words
xv
Finding information on specific items in FileMaker Pro xvi
Getting additional Help
xvi
Using other tools
xvii

Chapter 1
FileMaker Pro basics
About databases
About FileMaker Pro files
About fields and records
About layouts
About modes
About sharing data
Performing menu commands
Using toolbars
Using context menus
Managing files
Starting FileMaker Pro
Opening files

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Closing files
Saving files
Quitting FileMaker Pro

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Chapter 2
Adding and viewing data
About working with records in Browse mode
Viewing records
Viewing records in a table
Selecting the current record
Moving through records
Adding and duplicating records
Adding and duplicating related records
Deleting records
About entering data in records
Selecting a field
Entering and changing data in fields
Copying and moving data in records
Entering preset data from a value list
Moving data with drag and drop
Inserting the current date or other variable into fields
Replacing data in fields
About working with graphics, sounds, and movies
Inserting graphics into fields
Inserting movies and QuickTime multimedia
into fields
Pasting graphics, movies, and sounds from
the Clipboard
Playing movies in fields
Recording and playing sounds in fields
Deleting graphics, movies, or sounds from fields

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About working with text
Selecting text
Editing text
Formatting text in Browse mode
Checking spelling
Checking spelling as you type
Working with OLE objects

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Chapter 3
Finding and sorting information
Finding records
Finding text and characters
Finding exact matches in text fields
Finding numbers, dates, and times
Finding ranges of information
Finding data in related fields
Finding records that match multiple criteria
Finding empty or non-empty fields
Finding duplicates
Finding all records except those matching criteria
Hiding records from a found set and viewing
hidden records
Viewing, repeating, or changing the last find
Sorting records

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Chapter 4
Previewing and printing information
About printing information in a database
Preparing to print
Specifying a printer (Windows)
Specifying a printer (Mac OS)
Preparing to print wide layouts
Preparing to print layouts with subsummaries
Preparing to print envelopes and labels

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Previewing data on a layout
Printing

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Chapter 5
Creating a database
Planning a database file
Creating a FileMaker Pro file
About defining database fields
About naming fields
About choosing a field type
Defining text, number, date, time, or container fields
Defining calculation fields
Defining summary fields
Defining global fields
Setting options for fields
Defining automatic data entry
Defining field validation
About repeating fields
About storage and indexing options
Changing field definitions
Deleting field definitions and data

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Chapter 6
Creating and managing layouts and reports
About layouts and reports
Creating layouts and reports
About layout types
Considerations when you create a Columnar
list/report layout
Considerations when you create a Labels layout
Considerations when you create an Envelope layout
Working with, duplicating, deleting, or renaming layouts
Setting up to print records in columns
Setting up View as Form, View as List, and
View as Table

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Contents

About working with objects on a layout
Working with the layout tools
Selecting objects
Copying, duplicating, and deleting objects
Moving objects on a layout
Changing an object’s shape and size
Protecting objects from change
About working with fields on a layout
Placing and removing fields on a layout
Deciding where to place related fields
Formatting field data on a layout
About layout parts
About layout part types
Adding or changing layout parts
Defining page breaks and numbering
Reordering layout parts
Resizing layout parts
Deleting layout parts

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Chapter 8
Working with related files

Chapter 7
Customizing layouts
Customizing fields on a layout
Adding borders, fill, and baselines to fields
Adding scroll bars to fields
Defining a list of values for data entry
Formatting repeating fields
Allowing or preventing entry into fields
Setting the tab order for data entry
Customizing the appearance of a layout
Adding text to a layout
Formatting text
Drawing lines and shapes
Setting color, pattern, line width, and object effects
Inserting graphics onto a layout

Formatting graphics on a layout
Showing text, field, or button boundaries
Arranging objects
Grouping and ungrouping objects
Moving objects forward or backward on a layout
Rotating objects
Aligning objects to each other
Using tools to precisely position objects
Using the Size palette with objects
Using graphic rulers and ruler gridlines
Aligning objects with the T-squares
Using the object grids
Controlling how things print
Specifying page margins
Showing page margins
About removing blank space from printed data
Keeping objects from printing

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Displaying data from related files
Relational database terminology
About relational databases
When to create relationships between files
About match fields for relationships
About lookups
Relational databases and lookups: a comparison
Working with relational databases
Planning a relational database
Creating relational databases: an overview
Defining relationships for relational databases
and lookups
Changing relationships
Choosing a different relationship for a portal

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Summarizing data in portals
Defining lookups between files
Defining lookups
Accessing related data from a third file
Creating many-to-many relationships

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Chapter 9
Protecting databases with passwords and groups
Defining passwords
Deleting or changing passwords
Defining groups
Deleting or changing groups
Passwords and groups: a comparison

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Chapter 10
Creating scripts to automate tasks
About scripts
Creating scripts: an overview
Planning scripts
Storing settings before creating a script
Defining scripts
About ScriptMaker steps
Control script steps
Navigation script steps
Sort, find, and print script steps
Editing script steps
Fields script steps
Records script steps
Windows script steps
Files script steps
Spelling script steps
Open Menu Item script steps
Miscellaneous script steps
Changing scripts

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Duplicating, renaming, or deleting scripts
Deleting scripts
Importing scripts
To import a script
Listing scripts in the Scripts menu
Using buttons with scripts
Defining buttons
Copying, changing, or deleting buttons
Example of a ScriptMaker script
Finding duplicate records

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Chapter 11
Using formulas and functions
About formulas
Expressions
Constants
Field references
Operators
About functions
Text functions
Number functions
Date functions
Time functions
Aggregate functions
Summary functions
Repeating functions
Financial functions
Trigonometric functions
Logical functions
Status functions
Design functions
External functions

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Contents

Chapter 12
Importing and exporting data
About import and export
About file formats
Importing data into FileMaker Pro
Importing data into an existing file
Converting a data file into a new FileMaker Pro file
Exporting data from FileMaker Pro
Exporting subsummary data

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Chapter 13
Sharing databases on a network
About sharing files on a network
Working with shared files
About hosting files
Opening files as the host
Closing shared files
Opening files as a guest

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Chapter 14
Publishing databases on the Web
About publishing databases on the Web
Web terminology
About FileMaker Pro Web Companion
About Instant Web Publishing
How users work with databases on the Web
What you need to publish databases on the Web
Connecting to the Internet or an intranet
Protecting published databases
Security considerations for published databases
Creating a custom home page
Publishing databases on the Web: an overview
Enabling FileMaker Pro Web Companion
Configuring FileMaker Pro Web Companion

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Enabling Instant Web Publishing
Choosing a home page for web publishing
Choosing a language for Instant Web Publishing
Tracking web activity in log files
Enabling remote administration for web publishing
Selecting a security method for web publishing
Specifying a port number for web publishing
Enabling Web Companion sharing
Setting up browser views
Choosing a web style
Choosing layouts for web publishing
Setting sort options for web publishing
Testing your published database
About browser views for web publishing
Browsing records in Form View
Browsing records in Table View
Searching for records
Sorting records
Creating records
Editing records

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Chapter 15
Using ODBC with FileMaker Pro
About ODBC
ODBC terminology
ODBC support in FileMaker Pro
Sharing FileMaker Pro data via ODBC
Sharing data via ODBC: an overview
Enabling the Data Access Companions
Security issues
Accessing FileMaker Pro data from an ODBC
client application
Configuring the ODBC control panel
Importing data from other data sources

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Importing data from an ODBC data source:
an overview
Configuring the ODBC control panel
Connecting to an ODBC data source from
FileMaker Pro
Building a SQL query in FileMaker Pro
Importing the results of the query into FileMaker Pro
An ODBC import example
Configuring the ODBC control panel for the
Text driver
Connecting to the ODBC Demo data source
Specifying the SQL query in FileMaker Pro
Importing ODBC data with a join
Specifying a SQL join
Automating ODBC connections

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Appendix A
Customizing FileMaker Pro
Setting application preferences
Setting general application preferences
Setting layout preferences
Setting memory preferences
Setting preferences for dialing phone numbers
Setting up plug-ins
Setting document preferences
Setting general document preferences
Setting document spelling preferences

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Appendix C
FileMaker Pro Quick Reference (Windows)
Keyboard and mouse shortcuts
Working with layout objects
Formatting text (Layout and Browse)
Selecting text (Layout and Browse)
Editing
Working with files
Switching between modes
Controlling windows
Miscellaneous actions
Status area

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Appendix D
FileMaker Pro Quick Reference (Mac OS)
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Appendix B
Backing up and recovering files
Backing up files
Using a backup script
Maintaining files
Saving a compressed copy
Understanding file damage

Recovering damaged files
When to recover

Keyboard and mouse shortcuts
Working with layout objects
Formatting text (Layout and Browse)
Selecting text (Layout and Browse)
Editing
Working with files
Controlling windows
Switching between modes
Miscellaneous actions
Status area

Index
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Preface
Learning how to use FileMaker Pro
The documentation for the FileMaker® Pro software provides
information, illustrations, and step-by-step instructions to help you
learn the most about FileMaker Pro.
This preface explains how to:

• register your copy of FileMaker Pro and access customer support
• use the FileMaker Pro documentation and other tools to help you
work with the product

• use FileMaker Pro Help
Windows: If you’re new to Microsoft Windows, you need to know
about Windows conventions and using the mouse and keyboard. See
the documentation that came with your computer.
Mac OS: If you’re new to the Mac OS, you need to know about using
the mouse, working with disks, and other Mac OS conventions. See
the documentation that came with your computer.

Registration and customer support
Please take the time to register your product during installation,
through the FileMaker web site at www.filemaker.com/register, or
by choosing Help menu > Register Now in FileMaker Pro.
For information about technical support and customer service, see:
www.filemaker.com (North American customers)
www.filemaker.com/intl (customers outside North America)
or choose Help menu > FileMaker on the Web. At the web site, you will
find the FileMaker Service Directory, which details the service
options available to North American customers, as well as links to
FileMaker worldwide sites, answers to frequently asked questions,

and access to the TechInfo Knowledge Base used by Technical
Support. If you do not have access to the Web, please refer to the
FileMaker Service Directory included in the software box. North
America customers can also call 1-800-965-9090 to learn about the
service options available.

Using the FileMaker Pro documentation
This guide and the other documentation in the set give you the
information that you need to know about installing and using
FileMaker Pro.
The FileMaker Pro documentation includes:

• this book, the FileMaker Pro User’s Guide
• FileMaker Pro Help, a comprehensive onscreen help system
• the FileMaker Pro Getting Started Guide, containing installation
and new features information and a tutorial
In addition, FileMaker Pro includes database template files, and
references and examples to help you with specific tasks. You can
also find more information, tips, and database ideas on the
FileMaker, Inc. web site at www.filemaker.com.
The FileMaker Pro documentation is written for users of either
Windows or the Mac OS. In most instances, information and
instructions are the same for both operating systems. Where they
differ, you see the information for Windows first. In onscreen Help,
you may see separate topics for Windows and the Mac OS.
Note The examples in this documentation show dates and numbers
in U.S. format, such as November 30, 2001 and $1,234.50.

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FileMaker Pro User’s Guide

How this guide is organized

Special information in this user’s guide looks like this:

This FileMaker Pro User’s Guide describes how to use the most
common features in FileMaker Pro. For details about some advanced
features, as well as new features added in FileMaker Pro 5.5 and
FileMaker Pro 6, see FileMaker Pro Help.

Note or Tip messages give extra or helpful information about a
subject.

The FileMaker Pro User’s Guide is divided into three parts.

Part 1: Using a database

Glossary terms are defined in FileMaker Pro Help. Glossary terms
are italicized in the user’s guide and underlined with a dotted line in
Help.

The first part of this book gives you the information you need for
using existing databases that have been created in FileMaker Pro.

A note about the illustrations

Part 2: Designing and creating a database
The second part of this book provides detailed instructions for
creating and designing databases.

Part 3: Sharing and exchanging data
The third part of this book explores the various ways that you can
exchange and share data from your database; for example, importing
and exporting data, sharing your database over a network or the
World Wide Web, or how to share FileMaker Pro data with other
ODBC-compliant applications.
Note A FileMaker Pro database can have restricted access to certain
menus and database operations. For passwords and access
information, see your database administrator or the person who
designed the database that you’re using.

Important messages alert you to situations that require attention, such
as an action you can’t undo.

This user’s guide is a cross-platform book for users of either
FileMaker Pro for Windows or FileMaker Pro for the Mac OS.
Illustrations throughout the book are mixed, depicting situations for
both platforms. Windows and Mac OS systems are used for the
illustrations. What you see on your screen may vary from the
instructions in this book depending on the platform and the operating
system that your computer is using.
If you’re using Mac OS X or a Windows operating system other than
Windows 98 (such as Windows Me or Windows XP), what you see
on your screen might not match the illustrations in the
documentation.

Learning how to use FileMaker Pro

Using FileMaker Pro Help
FileMaker Pro onscreen Help is available whenever FileMaker Pro
is running. It contains some information not in the printed
documentation, such as troubleshooting tips or alternative ways of
performing an action.

Click to return to the last topic viewed

xi

Click to print the topic
Click to move to the next or previous topic

Click to see the
Help Contents
Click to see a
subject overview
for this topic

Title of the
current topic

Starting FileMaker Pro Help
Whenever you open FileMaker Pro Help, you start the Windows
Help application (Windows) or the FileMaker Help Viewer
application (Mac OS). The help applications run independently of
FileMaker Pro.
To start FileMaker Pro Help while FileMaker Pro is running, do one
of the following:

• Choose Help menu > then a menu command
• Windows: Press F1
• Mac OS: Press the Help key or press 2-?
Depending on the window or dialog box that’s open when you press
F1 or the Help key, the associated Help topic appears in the Help
topic window.
Note For the version, copyright information, and other details
about this release of FileMaker Pro, choose Help menu > About
FileMaker Pro.

About the Help topic window
To navigate to other topics in FileMaker Pro Help, you click buttons
and underlined text in the Help topic window.

Click dotted
underlined text to
see a glossary
definition
Click solid
underlined text to
jump to a topic
related to the
current topic

For specific information on using FileMaker Pro Help—such as
printing a Help topic—choose Help menu > Contents and Index, click
the Index tab, and type onscreen Help.

Finding a topic using the Help Contents
In FileMaker Pro, choose Help menu > Contents and Index, or click
the Help Topics button in any FileMaker Pro Help topic window to
display the Help Contents. When you open the FileMaker Pro Help
Contents, you see a list of Help subjects, arranged like the table of
contents in a book.
To display a list of topics for each subject, double-click (Windows)
or click (Mac OS) a book icon. Then double-click (Windows) or
click (Mac OS) a topic to display the Help topic window.

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To use the Help Index:
1. In FileMaker Pro, choose Help menu > Contents and Index, then
click the Index tab. Or click the Help Topics button in any Help topic
window, then click the Index tab.
2. In the Index window, type all or part of an index entry that you
want to find.

Help Contents in FileMaker Pro Help for Windows

The Help Index displays a list of entries beginning with the
characters you typed. Under some index entries is a list of more than
one Help topic.

To browse the index,
scroll through the
alphabetical list or type
the first few letters of the
entry you’re looking for
Help Contents in FileMaker Pro Help for the Mac OS

Finding a topic using the Help Index
FileMaker Pro Help includes an alphabetical list of index entries, or
keywords—significant words and phrases—to help you find the
topics containing the information you want. Each index entry is
associated with one or more topics.
Throughout this guide, certain index entries are referenced to assist
you in finding more detailed information on a topic in FileMaker Pro
Help.

Help Index

3. Double-click an entry or a topic listed under the entry to display
the Help topic window.

Learning how to use FileMaker Pro

Finding a topic using speciﬁc words
If you can’t find the information you’re looking for in the Help
Contents or in the Index, you can specify your own significant word
or combination of words to search for within all of the Help topics.
FileMaker Pro Help displays a list of all topics containing the
word(s) you specify and the total number of topics found. To narrow
the search, you can specify a combination of words. For example,
you can search for all topics containing both the word “defining” and
the word “script.”
To find a topic based on a specific word or group of words:
1. In FileMaker Pro, choose Help menu > Contents and Index, then

Click to find a
specific word
Type the word or
words to search for
Select one or more
matching words
if you want

Double-click the
topic you want to see
This shows the total
number of topics found

click the Find tab. Or click the Help Topics button in any Help topic
window, then click the Find tab.
Windows: The first time you click Find in FileMaker Pro Help, the
Find Setup Wizard dialog box appears. Follow the instructions it
provides to set up FileMaker Pro Help for finding words. This setup
procedure needs to be done only once.
2. In the Find window, type the word that you want to search for.
3. To narrow the search, do one of the following:

Windows: Type more words in the line. Then click Options, select All
the words you typed in any order, select Immediately after each keystroke
to begin the search, and click OK. You can also select multiple words
to search for by Ctrl-clicking them in the matching word list.
Mac OS: Click More Choices, then type a second word in the new
row below the first word. Then click Search. You can add multiple
rows and choose different parameters from the pop-up menus for
each word.

Finding words in FileMaker Pro Help for Windows

Type the word you want to search for
Choose options from the
pop-up menus to specify
search parameters
Click to add another
word to the search
Select a topic
from the list

Finding words in FileMaker Pro Help for Mac OS

4. In the topics list, select a topic and click Display.

In the Help topic window, FileMaker Pro Help shows each
occurrence of the word or words you searched for.

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Finding information on speciﬁc items in FileMaker Pro

• Choose Help menu > Show Balloons, then point to a control in the

As you’re working in your database, you can find information about
a dialog box that’s open or certain items your mouse is pointing to,
depending on the platform you’re using.

database window or select a command from a menu to find out about it.

If you’re using FileMaker Pro for Windows, you can do any of the
following:

A Balloon
Help topic

• Open a dialog box and press F1. The Help topic for that dialog box
opens.

• When you’re using the New Layout/Report assistant, click the Help

Getting additional Help

button in any panel. The Help topic for that panel opens.

Use Help to get information on these additional tasks:

• Point to a tool or item in a window and read its description in a popup window or in the status bar at the bottom of the window.

For information on

Choose Help menu > Contents and
Index, click the Index tab, then type

Printing a Help topic

Help, printing

Adding notes or instructions to
a topic (annotations)

Annotating onscreen Help

Creating bookmarks to quickly
access topics you use often

Bookmarks

• Find out about individual items in a dialog box by clicking
the ? button in the upper-right corner of the dialog box (in dialog
boxes that have a ? button) or pressing Shift+F1, then clicking an
item inside a dialog box. You can also right-click an item inside a
dialog box and choose What’s This? from the context menu. (To close
a What’s This? window, click anywhere in the Help window.)
A What’s This? Help window

If you’re using FileMaker Pro for the Mac OS, you can do any of the
following:

• Choose Help menu > FileMaker Pro Help or press 2-? to find out
about an open dialog box.
• Open the dialog box and press the Help key. The Help topic for that
dialog box opens.

• When you’re using the New Layout/Report assistant, click the Help
button in any panel. The Help topic for that panel opens.

Copying all or part of a topic to Copying Help
an application that supports
text, to compile help
information you use often
Setting Help preferences to
Help, customizing
customize the way you use Help

Learning how to use FileMaker Pro

Using other tools
Use the following additional tools to help you with FileMaker Pro.
Use

To

FileMaker Pro
Install FileMaker Pro on your hard disk. Also, use the
Getting Started Guide tutorial to get an overview of how to use and design a
FileMaker Pro database. If you’ve used previous
versions of FileMaker Pro, you can read about features
new to this version.
FileMaker Pro
template files

See and work with database files created with
FileMaker Pro. You can use the templates for your
business or personal work—as they are, or change them
to suit your needs. Available in the Templates folder.
The Templates folder also contains other helpful
information.

Web browser Help

Get help while working with a database in a browser.
Available by clicking the help button in the Instant
Web Publishing interface.

xv

Part 1
Using a database

Chapter 1
FileMaker Pro basics
This chapter presents basic information about databases and using
FileMaker Pro. You’ll learn about:

M

N
Records

• working with fields and records
• using FileMaker Pro modes
• performing menu commands
• managing files
If you’re new to FileMaker Pro, start by reviewing the tutorial,
included in the FileMaker Pro Getting Started Guide.

About databases
A database is a collection of information, or data, that you can
organize, update, sort, search through, and print as needed. Your own
address book or filing cabinet might be an example of a database.
With the address book and filing cabinet, you store similar pieces of
information organized for easy retrieval.
With a filing cabinet, you must choose a way to sort your data, for
example, alphabetically by last name or by region. By storing contacts
and addresses in FileMaker Pro, you can organize your information in
many ways. You can sort your information by country, city, last name,
or even sort by all three of these fields!
You can also view a subset of your data, for example only contacts in a
particular city. A database doesn’t just hold information—you use a
database to organize and analyze information so that you understand its
significance.

Michelle
Cannon
123 4th St. SW
Edmonton
CA N4V 1LN
(717) 555-0011

Fields

Your address book is like a database

A database can be one file, which might hold the names, addresses,
and telephone and fax numbers of all your clients.
A database can also be many files that, together, contain all the
information about a particular topic, or related topics (sometimes
called a database system). Using the relational capabilities of
FileMaker Pro, you can join information between files to create a
relational database. For example, one file can show you which
clients went on a particular tour and a related file can show how
much they paid. (For more information about relational databases,
see chapter 8, “Working with related files.”)

1-2

FileMaker Pro User’s Guide

Products file

Clients file
Client ID 002

Prod ID

ET3

Name

Andre Common

Product

Travel bag

Phone

818-555-1234

Price

$29.00

Stock

34

Invoice file
Client ID

002

Client Name Andre Common
Phone

818-555-1234

Invoice ID

12345

Prod
ID Product
ET3 Travel bag
ET4 Travel book

A record in the Clients database
Price
$29
$32

FileMaker Pro includes template files that you can use to get started
right away. To open one of the template files, choose File menu >
New Database, and choose a file that best suits your needs.

About FileMaker Pro files

In the Clients example above, the fields track name and address
information. For example, you type a client’s first name into the First
Name field, their last name into the Last Name field, and so on. Use
a field for each unique piece of information you are storing.
A database file contains one or more records. Each record contains
fields that hold similar information about one subject or activity. For
example, the fields on a record in the Clients file contain address
information for one client.

About ﬁelds and records

To enter data in a database file, you make a new record and enter data
into the fields that belong to that record. After you create records in
a file, you can work with them in various ways: you can edit them,
sort them, find a group of records that contains particular data, or
share the data across a network.

Fields are the basis of a database file. Fields are used to store,
calculate, and display the data you enter into a record. Each piece of
information in a record—like name, ID number, and telephone
number—is stored in a field.

The information you enter into a field is its value. Field values can
be typed into a field, imported from another application or entered in
a number of other ways. They must be in one of the following
formats:

Before you begin to work with FileMaker Pro, you should be
familiar with the basics of a FileMaker Pro file and some simple
database concepts.

• text
• number

FileMaker Pro basics

• date
• time
• graphic, sound, movie, or, for Windows only, OLE
• the result of a formula that calculates the field’s value
• a summary of the values in the field for a group of records
About layouts
FileMaker Pro layouts determine how information is organized for
viewing, printing, reporting, finding, and entering data. Layouts do
not store your data—they just display it.
Database files can have many different layouts, which display data
in a variety of ways. Within one database file, you can design
separate layouts for entering data, reporting summaries, printing
mailing labels, publishing a database on the Web, and so on. You can
change a layout’s design without affecting the data or other layouts
for the file. When you change the data in a field, the changes are
reflected in the same field on all the layouts in the database.

Steve Williams
789 Ninth Avenue
New York, NY 10001

In a layout, you:

• choose which fields to display
• arrange and format fields
• add or modify field labels
• create reports, for example, to group or summarize data
• add buttons, which make your file easier to use
• specify how records are printed
• add graphics and text to add emphasis and interest
About modes
You work with data in FileMaker Pro using four modes.

Mode pop-up menu

Switch modes by using the mode pop-up menu in the lower left
corner of the window or by choosing a mode from the View menu.
In this mode

You do this

Browse

Work with the data in a file. You can add, view, change, sort,
omit (hide), and delete records. Browse mode is where you’ll
do much of your work, such as data entry.

Find

Search for particular records that match a set of criteria. You
can then work with this subset of your records, called the
found set. After you find a group of records, FileMaker Pro
returns to Browse mode so you can begin working with
them.

Layout

Determine how information is presented on your screen or in
printed reports, labels, and forms. You design layouts for
specific tasks, like data entry or printing invoices or
envelopes. Select and arrange fields and other objects to
modify an existing layout or create new layouts.

Dear Sophie,
Thank you for reserving a cruise with us. We
value your business and appreciate the
opportunity to serve you.

Phone List
Juanita Alvarez
Michelle Cannon
Andre Common
Marie Durand
Jean Durand
William Johnson
John Lee
Patrick Murphy
Le Nguyen
Kentaro Ogawa
Mary Smith
John Smith
Sophie Tang
Steve Williams
Betty Wilson

555-1234
555-1234
555-1234
555-1234
555-1234
555-1234
555-1234
555-1234
555-1234
555-1234
555-1234
555-1234
555-1234
555-1234
555-1234

If you have any questions about your
reservations, please call us—we want you to
be satisfied with your cruise.
Sincerely,
John Lee

The same data can be arranged differently with multiple layouts

1-3

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FileMaker Pro User’s Guide

• If you’re sharing data using FileMaker Pro networking on a

In this mode

You do this

Preview

See how data in forms or reports will look before you print.
Preview mode is especially useful for layouts with multiple
columns (like mailing labels) and grouped reports
with summaries.

network and have more than ten guests, you must host the files using
FileMaker Server. For information, see chapter 13, “Sharing
databases on a network.”

• For information on publishing FileMaker Pro data on the Web, see
chapter 14, “Publishing databases on the Web.” For information
about the number of IP addresses that can access a database, see
FileMaker Pro Help. Choose Help menu > Contents and Index, click
the Index tab, and type guests.

• For information on sharing data via ODBC, see chapter 15, “Using
ODBC with FileMaker Pro.”

Performing menu commands
Browse mode
Layout mode

There are a variety of ways to access menu commands in
FileMaker Pro.
You can access a menu command by:

• choosing it from a menu
• pressing a keyboard shortcut
• clicking a tool on a toolbar
• choosing it from a context menu
• activating it from an Apple event
Find mode
Preview mode

About sharing data
A benefit of storing data in FileMaker Pro is sharing your data with
others. You can share your data with other FileMaker Pro users on a
network, or use a FileMaker Pro companion to share data over the
Web or with ODBC.

For a list of often-used keyboard shortcuts, see appendix C,
“FileMaker Pro Quick Reference (Windows),” and appendix D,
“FileMaker Pro Quick Reference (Mac OS).”
Important Menu choices might be dimmed if you do not have full
access to a file. For example, if you open a file and don’t have access
to create records, the New Record menu command and toolbar
button are dimmed.

FileMaker Pro basics

Using toolbars
Toolbars provide quick access to many FileMaker Pro menu
commands.
Hold the cursor over a button to see its description.

Tooltips describe each
button in the toolbar

Toolbar buttons vary depending on which mode you’re using. For
example, the standard toolbar in Browse mode contains buttons that
help you create or delete records. In Find mode, the buttons help you
create or delete find requests.

Choose this In this
toolbar
mode
Layout

Move or rearrange objects (group, lock, move
from front to back, rotate, and align)

Tools

Layout

Access editing tools in the status panel, like the
text tool, rectangle tool, field tool, and so on

You can change the location and position of toolbars by moving and
resizing them.
To

Do this

Show a toolbar

Choose View menu > Toolbars, then the specific toolbar
you want to work with.

Hide a toolbar

Choose View menu > Toolbars, then the specific toolbar
you want to disable. If the toolbar is floating, you can also
click the close box.

Move a toolbar

Click the handle on the left side of the toolbar and drag it
to a new location.

Resize a toolbar

Move the toolbar away from the menu bar. Then, in
Windows drag the left, right, or bottom side of the
toolbar. (The cursor changes to a double-headed arrow).
In the Mac OS, drag the lower right corner of the toolbar.

The standard toolbar in Browse mode

Also, different menu commands are available with each set of
toolbars:
Choose this In this
toolbar
mode
Standard

all modes

Text Formatting Browse and
Layout

To access these types of commands

Arrange

Drag a toolbar by the handle to reposition it

The standard toolbar in Find mode

1-5

Using context menus
You can quickly edit an object or data by choosing editing commands
directly from a context menu (“contextual menus” in the Mac OS).

To access these types of commands
Operating system commands like New
Database, Copy, and Paste, as well as menu
commands for each mode (for example, New
Record in Browse mode or New Layout/Report
in Layout mode)
Text formatting menu commands to change the
font, text size, style, and color

Context menu commands will vary based on the mode you’re using, the
item the cursor is over, and whether an item is selected. For example,
when text is selected in Browse mode, you see commands like Cut,
Copy, Paste, and text formatting commands. When a field is selected in
Layout mode, you have access to a different set of commands.

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FileMaker Pro User’s Guide

• Drag a FileMaker Pro file on top of the FileMaker Pro icon
• Windows: click the Start button, and choose FileMaker Pro from the
Programs menu.

Opening ﬁles
To open a file if FileMaker Pro is already running:

Context menu in Browse mode

1. Choose File menu > Open.
2. Double-click the name of the file to open.
Context menu in Layout mode

To display a context menu in Windows, hold down the right mouse
button while the pointer is over an object or data. In the Mac OS,
hold down the Control key, then click the mouse button over an
object or data.
In this mode

Access context menus in these areas

Browse

Toolbar, text ruler, in a field, or outside a field

Find

Toolbar, in a field, or outside a field

Preview

Toolbar or anywhere in the document

Layout

Toolbar, text ruler, a field, an object or group of objects,
selected text, a layout part, or elsewhere on a layout

Managing files
In FileMaker Pro, you can either work with existing database files or
start new files. The following sections tell you how to work with
existing FileMaker Pro files. For information on creating database
files, see chapter 5, “Creating a database.”

Starting FileMaker Pro
There are several ways to start the FileMaker Pro application:

• Double-click the FileMaker Pro application icon
• Double-click a FileMaker Pro file

If you’re asked for a password, type the password, then click OK.
To open a file if FileMaker Pro isn’t running, choose one of the
following methods:

• Double-click the file icon
• Drag the file onto the FileMaker Pro application icon
• Double-click the FileMaker Pro application icon. In the New
Database dialog box, select Open an existing file, then click OK, then
double-click the filename.
You can open a FileMaker Pro for Windows file on the Mac OS, and
vice versa. If you intend to move files across platforms, it’s best to
include the .fp5 extension in the filename. If you add or remove
filename extensions, you must re-specify the file locations for related
files and files with external scripts.
For information on opening a file that’s hosted by another computer,
see “Opening files as a guest” on page 13-5.
Tip You can display recently opened filenames under the File menu.
See “Setting general application preferences” on page A-1.

FileMaker Pro basics

Keep these points in mind:

• When you open a file created with an earlier version of
FileMaker Pro (version 4.1 and earlier), you must convert it to the
current FileMaker Pro file format. Upon conversion, date fields that
were previously storing and displaying two-digit years (for example,
92) will now display four-digit years (for example, 1992). You might
have to resize the date fields to display four digits or format the date
field to display two digits. For more information on opening files from
previous versions, choose Help menu > Contents and Index, click the
Index tab, and type converting files.
Important To avoid confusion when using dates, always use fourdigit years. For more information about how FileMaker Pro handles
Year 2000 issues, see www.filemaker.com.

• When you open a file saved with date, time, and number formats
that are different from the system formats set on your computer, you
might see an alert message.Working with international files is
documented in Help. Choose Help menu > Contents and Index, click
the Index tab, and type International formats.

• You may open a file with limited access if the database
administrator has assigned a default password. For information, see
“Defining passwords” on page 9-1 and refer to the administrator.

To close a file, be sure the file’s window is active, and then do one
of the following:

• Choose File menu > Close.
• Windows: Double-click the document icon in the upper-left corner
of the document window.

• Windows: Click the close button in the upper-right corner of the
menu bar.
• Mac OS: Click the close box in the upper-left corner of
the window.
Saving ﬁles
FileMaker Pro automatically saves changes to a file as you work.
You can also specify how frequently FileMaker Pro saves changes.
See “Setting memory preferences” on page A-2.
Important You should save a copy of the file to backup your work.
Always save a copy before you make extensive changes. You can’t
restore data after you delete a field from the Define Fields dialog box
or remove records using the Delete Record or Delete All commands.
For information, see appendix B, “Backing up and recovering files.”

• You can open a file created in another application, like many

To save a copy of your file:

versions of Microsoft Excel, directly in FileMaker Pro. See
“Importing data into FileMaker Pro” on page 12-2.

1. Make the file you want to save the active file, and choose File

Closing ﬁles
You can close a file and leave FileMaker Pro running or you can quit
FileMaker Pro, which closes all FileMaker Pro files.
Important FileMaker Pro saves changes you make to a file as you
work and whenever you close a file or quit the application.

1-7

menu > Save a Copy As.
2. Choose an option for saving a copy from the Save a (Windows) or

Type (Mac OS) list.
Choose this
option

To do this

Copy of current file

Duplicate the entire file, including the field definitions,
layouts, scripts, page setup options, and data. Duplicating
a file is useful before you make extensive changes.

Compressed copy
(smaller)

Compress the entire file into less disk space by
reclaiming unused space in the file. Saving a compressed
copy is useful if you edit lot of records frequently.

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FileMaker Pro User’s Guide

Choose this
option
Clone (no records)

Quitting FileMaker Pro
To do this
Make a copy that contains all the field definitions,
layouts, scripts, and page setup options, but no data.
Make a clone when you want a template of the file.

3. Type a new name to rename the file.

Name of the new file
Filename extension
Options for
saving a copy
Save a Copy As dialog box (Windows)

Name of the new file
Options for
saving a copy

Save a Copy As dialog box (Mac OS)

4. Click Save.

When you’re finished working in FileMaker Pro, choose File menu >
Exit (Windows) or File menu > Quit (Mac OS). FileMaker Pro saves
changes to your file whenever you quit the application.
Important Always quit FileMaker Pro before you turn off your
computer.

Chapter 2
Adding and viewing data
There are many ways to view and work with data in a FileMaker Pro
database. This chapter explains how to:

• view records in a database
• add, duplicate, and delete records
• add and edit data in fields
• work with text in fields
• check the spelling of your data
For an introduction to fields and records, see “About fields and
records” on page 1-2.

Products file in Browse mode
Status area
Layout
pop-up
menu
Book icon
Number of
records in
the file
Current sort
status of
records

Zoom controls

About working with records in Browse mode
In Browse mode, you can enter, view, change, and delete data in your
database. FileMaker Pro saves the changes you make to your file as
you work.
In Browse mode, you can work with all the records in a file, or a
group of records (called the found set). You can display records in
sorted order or the order in which you added them to the file.
If you’re working in another mode, you can switch to Browse mode
by choosing View menu > Browse Mode.

Standard
toolbar

Mode pop-up menu

Status area control

Your database contains one or more layouts that display your data in
different ways. If your database has several layouts, you can choose
a different one from the layout pop-up menu at the top of the status
area.
For more information, see “Saving files” on page 1-7, “Finding
records” on page 3-1, “Sorting records” on page 3-8, and “About
layouts and reports” on page 6-1.

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FileMaker Pro User’s Guide

Viewing records

Keep these points in mind:

FileMaker Pro provides three views of each layout: form, list and
table. When you change views, you temporarily change the way
records display or print.
To view

Do this in Browse mode, Find mode,
or Preview mode

Individual records

Choose View menu > View as Form.

Records in a list

Choose View menu > View as List.

Records in a table

Choose View menu > View as Table.
(See the next section, “Viewing records in a table.”)

The following illustration shows the same layout in three views.

• If you have layout design privileges, you can specify the views that
are available for each layout. See “Setting up View as Form, View as
List, and View as Table” on page 6-10.
For more control over the appearance of your data, you can create
layouts that are designed to show records in a list or table. See
“Columnar list/report” on page 6-3 and “Table view” on page 6-4.

• View as Form, View as List, and View as Table do not affect
databases published on the Web using FileMaker Pro Instant Web
Publishing. To set up views for web publishing, see “Setting up
browser views” on page 14-10.
Viewing records in a table
1. To view records in a table, choose View menu > View as Table.

View as Form

Field labels

Field data

To

Do this

Reorder columns

Click a column heading and drag it to a new location.

Resize a column

Move the pointer to the edge of the column heading.
When the pointer changes to a double arrow ( ), drag
it to the desired size.
To set a precise width, select one or more columns, then
right-click (Windows) or Control+click (Mac OS).
Choose Set Column Width from the context menu. In the
dialog box, type a width, choose units from the list,
then click OK.

View as List

Sort records

View as Table

When you’re
viewing records
in a list or table,
you see as many
records as fit on
one screen

1
1

Click a column heading.
Select one or more columns, right-click (Windows)
or Control+click (Mac OS), then choose a sort order
from the context menu. If you select multiple
columns, the order of the columns (left to right)
determines the sort order. For more information, see
“Sorting records” on page 3-8.
Note You can sort records if Sort data when selecting
column is selected in the Table View Properties dialog
box. See “Setting up View as Form, View as List, and
View as Table” on page 6-10.

Adding and viewing data

2. If FileMaker Pro prompts you to save your changes to the layout,
you can choose how the layout is displayed the next time you open
the file.
To

Click

See your layout changes

Yes

See the layout as it looked before your changes

No

2-3

• For more information about View as Table, choose Help menu >
Contents and Index, click the Index tab, and type View as Table
command.

Selecting the current record
In Browse mode, a database has one current (selected) record at a
time.

Column headings. Each column displays
one field from the current layout

In this view

The current record is

View as Form

The record that you’re displaying.

View as List
or
View as Table

The record that’s marked with a solid bar along the
left side. To work with another record, click in the
record to make it current.

Current record
bar indicates the
selected record

View as Table

Values in a repeating
field display horizontally

Current
record bar in
View as List

Keep these points in mind:

• If you have layout design privileges, you can set options to
customize the way a layout displays and functions in View as Table.
(See“Setting up View as Form, View as List, and View as Table” on
page 6-10.)

• You can select multiple columns to reorder, resize, or sort data, but
you can’t select multiple cells in a table.

• If a layout contains a portal, View as Table displays the data from
the first related record (the first row of the portal). See “About
relational databases” on page 8-2.

For information about views, see “Viewing records” on page 2-2.
To select a related record in a portal, select the portal row (click
inside the row but outside any fields in the row). For information
about related records and portals, see “About relational databases”
on page 8-2.

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FileMaker Pro User’s Guide

To move

Do this

Quickly through
records

Drag the bookmark down or up to move forward or
backward.

Through records in
Use the scroll bar on the right side of the window.
View as List or View as
Table
To a record with a
unique value that you
know

Portal

See “Finding records” on page 3-1.

Adding and duplicating records
Click inside the portal row
to select a related record

Moving through records
To move from one record to another, use the book icon in the status
area.

Book icon

Bookmark
Current record number

Number of records
in the database

To move

Do this

One record at a time
forward

Click the bottom page of the book icon.

One record at a time
backward
Quickly to a specific
record

When you add or duplicate records, FileMaker Pro stores new
records at the end of the file. In Browse mode, you see the new record
after the current record, or after the last record in the found set:

• If records are sorted or semi-sorted, the new record appears
immediately after the current record, and the sort status changes to
Semi-sorted.
• If records are unsorted, the new record appears after the last record
in the found set. For more information, see “Sorting records” on
page 3-8.
Note If a file is locked or write-protected, or you don’t have access
privileges to create records, FileMaker Pro doesn’t add new records.
See “Defining passwords” on page 9-1.
To

Do this in Browse mode

Click the top page of the book icon.

Add a new blank record

Choose Records menu > New Record. You see a
blank record with one field selected.

1

Quickly add a record
Select the record to duplicate. Then, choose Records
with the same or similar menu > Duplicate Record. (See “Selecting the current
data as an existing record record” on page 2-3.)

1

Click the current record number at the bottom of
the book icon, type the record number you want,
then press Enter (Windows) or Return (Mac OS).
Press Esc, type the record number, then press Enter
or Return.

Add or duplicate related
records

See the next section.

Adding and viewing data

If the field is defined to enter field values automatically, you see
those values entered in the new record. See “Defining automatic data
entry” on page 5-8.

2-5

Master file

To enter or change values in the new record, see “About entering
data in records” on page 2-6.

Adding and duplicating related records
If you’re working with related files, you can add records to the
related file as you enter data in a record in the master file.
Note You can only add related records from the master file if the
relationship is defined to allow the creation of related records. (See
“Defining relationships for relational databases and lookups” on
page 8-10.)
To

Do this in Browse mode

Create a record in the Choose Records menu > New Record.
master file
Add a record to a
related file

1
1

If the related field is in a portal, type data into the field
in the last (empty) row of the portal, then press Tab.
If the related field isn’t in a portal, type data into the
field, then press Tab.

Duplicate a master
record (and display
related data)

Be sure no records in a portal are selected, then choose
Records menu > Duplicate Record.

Duplicate a related
record in a portal

Select the record in the portal, then choose Records menu
> Duplicate Record.

Portal displaying
related records from
the Line Items file

Type in the last row of the
portal to add a related
record to the Line Items file

For more information about related files, see “Displaying data from
related files” on page 8-1.

Deleting records
When you delete a record, you permanently discard the data in all the
fields in that record.
Important You can’t retrieve deleted data, and you can’t undo the
action of deleting records. Before you delete records, consider
making a backup copy of your file.

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FileMaker Pro User’s Guide

If you’re working in a relational database and the option to delete
related records is selected in the Edit Relationship dialog box,
FileMaker Pro deletes related records when you delete a master
record. For more information, see “Defining relationships for
relational databases and lookups” on page 8-10.
To delete

Do this

One record

In Browse mode, select the record to delete. (If you’re
deleting a master record in a relational database, select
anything other than a portal row in the master record.)
Choose Records menu > Delete Record, then click Delete.

A related record

Select a portal row in the master file by clicking inside the
row but outside any fields in the row. Choose Records
menu > Delete Record, then click Delete.
Note To delete related records, Allow deletion of portal
records must be selected in the Portal Setup dialog box.
(See “Creating and formatting portals to hold related
fields” on page 6-19.)

A group of records

All records in a
database

Make sure the found set contains only the records you
want to delete. (See “Finding records” on page 3-1.) In
Browse mode, choose Records menu > Delete All Records,
then click Delete.

1
1

In Browse mode, choose Records menu > Show All
Records, then choose Records menu > Delete All
Records.
Create a clone of the database with no records. See
“Saving files” on page 1-7.)

About entering data in records
The following sections describe how to add or change data in a
FileMaker Pro database.
If you’re working with a database that doesn’t have any records, you
must create a record before entering data. See “Adding and
duplicating records” on page 2-4.
Note If a file is locked or write-protected, or you don’t have access
privileges to edit records, you can’t modify data. See “Defining
passwords” on page 9-1.

Selecting a ﬁeld
To

Do this in Browse or Find mode

Select a field

Click in the field.

Select the contents of
a field

Select the field, then choose Edit menu > Select All.

Move to the next field Press Tab (or click in the field).
in the field order
Move to the previous Press Shift+Tab (or click in the field).
field in the field order
Move to items in a
value list

Press the arrow keys. See “Entering preset data from a
value list” on page 2-8.
Mac OS: You can’t use arrow keys to move to items in
pop-up menus. (You must use the mouse.)

Keep these points in mind:

• To permanently delete a field definition and all the data in the field
in all records, see “Deleting field definitions and data” on page 5-12.

• To temporarily omit records from the found set without deleting
them from the database, see “Hiding records from a found set and
viewing hidden records” on page 3-7.

For more information about selecting a field in Browse mode or Find
mode, see FileMaker Pro Help. Choose Help menu > Contents and
Index, click the Index tab, and type fields,current.

Adding and viewing data

Entering and changing data in ﬁelds
You can enter data up to the character limit for the field type (for
example, 255 characters in a number field). You can view and print
only the data that fits within the field boundaries.

To

Do this in Browse mode

Delete data from a field

Select the data, then press Backspace or
Delete.

Edit, format, or check the
spelling of text in a field

See “About working with text” on page 2-13.

Change data quickly, using
commands in a pop-up menu

See “Using context menus” on page 1-5.

To

Do this in Browse mode

Enter data in a text field

Click in the field, then type the text (up to
approximately 64,000 characters).

Enter data in a number field

Click in the field, then type up to 255
characters.

Keep these points in mind:

Enter data in a date field

Click in the field, then type one date on one
line in the field. Type the day, month, and year
as numbers (for example, 2/3/2002), separated
by a nonnumeric character like – (minus) or /
(forward slash).

format, or within a certain range. See “Defining automatic data
entry” on page 5-8 and “Defining field validation” on page 5-9.

Important To avoid confusion when using
dates, always use four-digit years.
Enter data in a time field

Click in the field, then type the time of day (or
a time duration) as:

1
1
1

hours
hours and minutes
hours, minutes, and seconds
Separate hours, minutes, and seconds by a
nonnumeric character like : (colon).
Type the time of day in 24- or 12-hour format,
with or without AM or PM. (AM is assumed
for a time less than 12:00.)
Add data to a container field

See “About working with graphics,
sounds, and movies” on page 2-11 and
“Working with OLE objects” on page 2-15.

Insert a tab character in a field Click where you want to insert the tab. Press
Ctrl+Tab (Windows) or Option+Tab
(Mac OS).
Add data to fields formatted as See “Entering preset data from a value list” on
radio or option buttons,
page 2-8.
checkboxes, lists, or menus

2-7

• A field can be defined to make sure you enter data in a specific

• You may not be able to enter or change data in some fields (for
example, calculation or summary fields, or fields that are formatted
to prevent entry). You can copy the contents of calculation and
summary fields to other fields. See “About choosing a field type” on
page 5-4 and “Allowing or preventing entry into fields” on page 7-8.
• If you don’t type a year in a date field, and haven’t typed a
separator character for a year, FileMaker Pro enters the current year
for you. (This can’t be done if 4-Digit Year Date validation is defined
for the field options. See “Defining field validation” on page 5-9.)

• For more information on how FileMaker Pro handles Year 2000
issues, see www.filemaker.com.
• To return the current record to the way it was before you added or
changed data, choose Records menu > Revert Record before you
select a different record or leave the current one.

• You can paste a value from the field index, which contains all the
values in the selected field. Field indexes are documented in Help.
Choose Help menu > Contents and Index, click the Index tab, and type
index.

2-8

FileMaker Pro User’s Guide

• There are other ways to enter data in a field besides typing, like
importing or copying it from another source, using a related file, or
having FileMaker Pro automatically enter the data when you create
a record. See “About import and export” on page 12-1,“Displaying
data from related files” on page 8-1, and “Defining automatic data
entry” on page 5-8.

• For more information about entering and changing data, see
FileMaker Pro Help. Choose Help menu > Contents and Index, click
the Index tab, and type entering data.

To

Do this in Browse mode

Copy a value from a field in Click the field that you want to hold the data.
the last record that you
Choose Insert menu > From Last Record.
accessed (by clicking or
pressing Tab)
Copy values in a record to
another application, like a
word processor

With no field selected, choose Edit menu > Copy.
In the other application, paste the values that are
in the Clipboard.

Using URLs in a field

Copy data in a master record With no fields and no records in a portal selected,
and in all related records in a choose Edit menu > Copy.
portal

If you have a valid URL (web address) in a field, you can open the
URL in an application that you specify:

Copy one related record in a Select a related record, then choose Edit menu >
portal
Copy.

1. Click the field to select it.

Copy the found set of
records to the Clipboard

2. Right-click (Windows) or Control+click (Mac OS) any part of the
URL.
3. Choose Open  from the context menu.

Note On Mac OS 9.x or earlier, this feature requires the Internet
control panel, which is usually available as part of a normal system
software installation. Make sure the Internet control panel is turned
on in the Extensions Manager control panel.

Copying and moving data in records
You can copy values from any field type, including fields that are
formatted as radio or option buttons, checkboxes, lists, or menus.
To

Do this in Browse mode

Copy or move a value from
one field to another

Select the contents of the field, then choose
Edit menu > Copy or Cut. Display another record,
if needed. (See “Moving through records” on
page 2-4). Select the field to hold the data, then
choose Edit menu > Paste.

With no fields selected, press Shift (Windows) or
Option (Mac OS) while choosing Edit menu >
Copy.

Duplicate data from another See “Adding and duplicating records” on
record into the current record page 2-4.

Keep these points in mind:

• When you copy a record, everything is copied except data in
container fields. Data is copied in tab-delimited format, in the order
the fields appear on the layout. Text styles, like bold or italics, aren’t
copied.

• You can drag and drop information between fields, records, and
applications. See “Moving data with drag and drop” on page 2-9.
• For more information about copying and moving data, see
FileMaker Pro Help. Choose Help menu > Contents and Index, click
the Index tab, and type data,moving.
Entering preset data from a value list
A field can display values as radio or option buttons, checkboxes,
pop-up or drop-down lists, or pop-up menus. You can use these
options to quickly enter preset data. The data is defined in value lists.

Adding and viewing data

Pop-up menu

Pop-up list

Choose to edit
values in the list
Radio buttons

2-9

Note If you have layout design privileges, you can set field format
options to determine how fields appear on a layout. For example, the
format determines whether the Other or Edit items appear in radio
buttons, checkboxes, and pop-up lists or menus. See “Formatting
fields to use a pop-up list, pop-up menu, checkboxes, or radio
buttons to display a value list” on page 7-6.

Moving data with drag and drop
Checkboxes
Click to enter a value that
isn’t included in the list

To

Do this in Browse mode

Choose preset value from Click the field, then choose the value from the popa pop-up (drop-down) list up list or menu.
or menu
Deselect a list

Press Esc, or click the field again.

Type a value that isn’t
included in a pop-up list

Click the field again, then type the value.

Select or clear a radio
(option) button

Click the button to select a value.

Note You must type a value that’s in the list if the
Member of value list validation option is selected for
the field. See “Defining field validation” on
page 5-9.

To clear a button, Shift+click it.

Select or clear a checkbox Click a checkbox to select or clear a value.
Enter a value that isn’t
included in a value list

Choose or click Other. Type a value in the dialog
box, then click OK.

Clear an Other item

Choose or click Other, then delete the associated
value (and its carriage returns) in the dialog box.
Click OK. (This action clears the field.)

Edit a value list

Choose Edit, then change the values in the dialog
box. Click OK.

You can use drag and drop to transfer information within a
FileMaker Pro file, or between FileMaker Pro and other applications
that support drag and drop.
For example, you can drag a number from one field and drop it in
another field in the same database. Or, you can drag an object from
a FileMaker Pro layout and drop it into a Microsoft Word document.
In FileMaker Pro, you can use drag and drop in Browse mode, Find
mode, or Layout mode. To enable or disable the drag and drop
feature for text in Browse mode or Find mode, select or clear Enable
drag and drop text selection in the General area of the Application
Preferences dialog box. See “Setting general application
preferences” on page A-1.
For more information about drag and drop, choose Help menu >
Contents and Index, click the Index tab, and type drag and drop.

2-10

FileMaker Pro User’s Guide

Inserting the current date or other variable into ﬁelds

Before you begin, keep these points in mind:

To insert the current date, time, or user name into a field in Browse
mode or Find mode:

• Important You can’t undo replacing field values. Before you begin,
consider making a copy of the file.

1. Click the field.
2. Choose Insert menu > Current Date, Current Time, or Current User

• You can’t replace data in calculation, summary, or global fields.
• You can’t reserialize calculation, summary, global, or container

Name.

fields.

To insert the current

As specified in

Choose

Date in a date, number, or text field

Your operating
system settings

Current Date

Time in a time, number, or text field

Your operating
system settings

Current Time

User name in a text or number field

FileMaker Pro
Application
preferences

Current User
Name

• You can sort records before you reserialize them. For example, you
can sort suppliers by how frequently you use them, then reserialize
the records.
• To replace field values in only a few records, go to each record and
change the value by selecting the contents of the field, then entering
the information you want.
To replace field values in the found set:
1. If necessary, find, omit, or sort the records in the database.

Important To avoid confusion when using dates, always use fourdigit years. For more information on how FileMaker Pro handles
Year 2000 issues, see www.filemaker.com.

See chapter 3, “Finding and sorting information.”

After you insert the date, time, or user name into a field, that value
doesn’t change. To display a value that updates, place a date, time,
or user name symbol on the layout. See “Inserting the page number,
date, or other variable onto a layout” on page 7-11.

3. If you’re replacing data with a constant value (instead of serial
numbers or a calculated value), type the constant value.

Replacing data in ﬁelds
You can replace the contents of a field in all records, or in a set of
records, with:

• a different value (for example, replace the value Green with Blue)
• a new series of serial numbers (for example, when records have
become disordered)

• a calculation. You can also modify a field’s existing values by
using a calculation that includes the field (for example, change the
value Gross Pay to the result of the calculation Gross Pay + 1000).

2. In Browse mode, in the current record, select the contents of the
field whose values you want to replace.

4. Choose Records menu > Replace Contents.
5. In the Replace dialog box, select how to replace field values.
To replace each
field with

Select

The value in the
Replace with . FileMaker Pro replaces the
currently selected field contents of the field for the entire found set of records.

Adding and viewing data

To replace each
field with
A serial number

Select
Replace with serial numbers. Type the starting value for
the serial numbers in Initial value, and the incremental
value in Increment by. (FileMaker Pro enters serial
numbers starting with the first record in the found set).
If the field is defined to automatically enter a serial
number, you can:

1

Select Update serial number in Entry Options to reset
the next value in the Options for Field dialog box.
The next automatically-entered value for this field
(after the replace is performed) follows in
sequence.
1 Clear Update serial number in Entry Options to leave
the next value in the Options for Field dialog box
unchanged. The next automatically-entered value is
based on the current settings (not in sequence with
records reserialized by this replace task).
For information about the Options for Field dialog
box, see “Defining automatic data entry” on page 5-8.
A calculated value

About working with graphics,
sounds, and movies
You can use container fields to store multimedia, like graphics,
sounds, or movies. In Windows, you can also store Object Linking
and Embedding (OLE) objects in container fields. See “Working
with OLE objects” on page 2-15.
Keep these points in mind:

• To create a container field, see “Defining text, number, date, time,
or container fields” on page 5-5.

• Windows: If you’re inserting or pasting graphics into a database
that you share with FileMaker Pro for Macintosh users (for example,
if you’re sharing the database on a cross-platform network), make
sure Store compatible graphics is selected in the General tab of
Document preferences. See“Setting general application preferences”
on page A-1.

Replace with calculated result, then click Specify. In the
Specify Calculation dialog box, define the calculation.
The result must match the field type of the replaced
field. Click OK.

• To control how graphics display in a container field, see

For information about the Specify Calculation dialog
box, see “Defining calculation fields” on page 5-5.

> Contents and Index, click the Index tab, and type container
fields.

6. Click Replace.

Note If the field that contains the replaced data is validated,
FileMaker Pro doesn’t validate the new data. See “Defining field
validation” on page 5-9.
To add a prefix or suffix to values in a field, see FileMaker Pro help.
Choose Help menu > Contents and Index, click the Index tab, and type
prefixes.

2-11

“Formatting graphics on a layout” on page 7-17.

• For more information, see FileMaker Pro Help. Choose Help menu

Inserting graphics into ﬁelds
1. In Browse mode, click a container field.
2. Choose Insert menu > Picture.
3. In the dialog box, choose a file type for Files of type (Windows) or

Show (Mac OS).
Tip You can use the Insert QuickTime command for file types
supported by QuickTime 3.0 or later. See the following section if you
can’t find the file type you want.
4. Select the graphic file (change folders, if needed).
5. Choose a storage option, then click Open.

2-12

FileMaker Pro User’s Guide

To reduce the database file size, select Store only a reference to the file
(Windows) or Store file reference (Mac OS). However, if the file is
moved or deleted, FileMaker Pro can’t display the graphic. To store
the graphic in the file, clear the option.

• The multimedia displayed in a container field is a reference to a
multimedia file. If you move the database to a different computer,
move the multimedia file as well (unless you have access to it
through an AppleShare network server for Mac OS).

6. Windows: For file types .CGM, .PCX, .DRW, or .PIC, you see
another dialog box. Select the applicable options, then click OK.

• For information about how web users work with graphics, sound,
and movies in published databases, see FileMaker Pro Help. Choose
Help menu > Contents and Index, click the Index tab, and type
container fields.

The options for inserting graphics into fields are documented in
Help. Choose Help menu > Contents and Index, click the Index tab, and
type graphics.

• You can crop or scale the first frame of a movie. See “Formatting
graphics on a layout” on page 7-17.

Inserting movies and QuickTime multimedia into ﬁelds
QuickTime is an application that compresses, stores, and plays
multimedia files, like sound, animation, and movies. QuickTime
supports many file types, including Audio Video Interleave (.AVI)
and wave sound (.WAV).

Pasting graphics, movies, and sounds from the Clipboard
You can copy a graphic, movie, or sound from a different application
to the Clipboard, then paste it into a FileMaker Pro container field.
1. Cut or copy the graphic, movie, or sound to the Clipboard.

Use the Insert QuickTime command to insert any file type supported
by QuickTime. For information about the file types, refer to the
Apple QuickTime web site at www.quicktime.com.

2. In the FileMaker Pro file, switch to Browse mode and view the

record to paste into.
3. Click the container field, then choose Edit menu > Paste.

To insert movies and QuickTime multimedia into a field:
1. In Browse mode, click a container field.
2. Choose Insert menu > QuickTime.

Playing movies in ﬁelds
To view a QuickTime or QuickTime VR movie, click the field
containing the movie, then use the movie controls.

3. In the dialog box, select the filename (change folders, if needed),

then click Open.

QuickTime 3.0 movie controls

Mac OS: Select Show Preview to see a frame of the movie.
Keep these points in mind:

• If you’re inserting a MIDI file format, like .RMI, .MID, or .KAR,
you must save a converted version of the file. Instructions for
converting MIDI files are documented in Help. Choose Help menu >
Contents and Index, click the Index tab, and type MIDI files.

Click, then drag the slider
to adjust the volume
Click to start or
pause the movie
Drag the slider to go to a
specific frame of the movie

Click to step backward or
forward through the frames

Adding and viewing data

QuickTime VR 3.0 movie controls

Click to return to the
previous view after
clicking a hot spot
Zoom in or out

2-13

About working with text

Click and drag across the
movie to change the view

In Browse mode and Find mode, you can work with text data in
fields. In Layout mode, you can work with the text that displays on a
layout.

Zoom in or out, then
click and drag an
object to move it

Note To learn how to use the Find/Replace command to find and
replace text, see FileMaker Pro Help.

Click to show hot
spots. Click a hot spot
to trigger an action

Note The controls you see depend on the movie. Some features may
not be available. For more information about QuickTime, refer to the
Apple Computer web site at www.quicktime.com.

Keep these points in mind:

• You can use drag and drop, toolbars, or context menus to edit text.
See “Moving data with drag and drop” on page 2-9 and “Performing
menu commands” on page 1-4.
• For more information about working with data in Browse mode,
see “About entering data in records” on page 2-6.

Recording and playing sounds in ﬁelds
With the proper software and hardware, you can play and record
sound.

Selecting text
To select text in a field (in Browse mode or Find mode) or in a text
object (in Layout mode):

To

Do this

Play a sound

Double-click the field where the sound is stored.

select the text tool

Record a sound

Click an empty container field, then double-click the
field or choose Insert menu > Sound. In the Sound
Record dialog box, click Record.

2. Do the following:
To select

Do this with the I-beam pointer

Stop or pause recording

In the Sound Record dialog box, click Stop or Pause.

Individual characters

Play back a recording

In the Sound Record dialog box, click Play.

With the pointer, drag through the
characters.

A word

Double-click the word.

The requirements for playing sounds are documented in Help.
Choose Help menu > Contents and Index, click the Index tab, and type
sounds.

Deleting graphics, movies, or sounds from ﬁelds
To delete graphics, movies, or sounds, click the container field, then
press Backspace or Delete.

1. Click a field in Browse mode or Find mode. In Layout mode,

from the tool panel.

A line of text (the first character in the Triple-click anywhere in the line.
field or object to the last character in
the field or object on the same line)
A paragraph of text

Click the block of text four times.

All text in a field or text object

Click the field or object five times.

2-14

FileMaker Pro User’s Guide

Tip In Layout mode, use the selection tool
to manipulate a block
of text as if it were an object (for example, to change fonts). When a
text block is selected with the selection tool, typing replaces the text
in the text block. For more information, see “Selecting objects” on
page 6-12.

Editing text
1. Select the text you want to edit. (See the previous section.)
2. Type new text or make changes.

Important You can change text attributes for data in Browse mode.
Unlike text formatting specified in Layout mode, this formatting is
stored with the data. The formatting you set in Browse mode appears
in any layout that displays the field.
To change text attributes in Browse mode, select the text in a field,
then choose a command from the Format menu. You can also format
text using the Text Formatting toolbar. For more information, see
“Formatting text” on page 7-12.

Checking spelling
To

Do this

Replace text

Select the text, then type the new text.

Put selected text on the
Clipboard

Select the text, then choose Edit menu > Copy (to
duplicate the text) or Cut (to remove the text).

Insert the contents of
the Clipboard at the
insertion point

Click where you want the text to appear, then choose
Edit menu > Paste.

Delete text permanently Select the text, then press Backspace or Delete.
Note FileMaker Pro doesn’t place your selection on
the Clipboard, and you can’t paste it anywhere.
Insert a tab character in Press Ctrl+Tab (Windows) or Option+Tab (Mac OS).
a field

Keep these points in mind:

You can check the spelling of text in a selected field, in the current
record or layout, or in a group of records (the found set). You can also
set FileMaker Pro to check spelling as you type (see the next
section).
When you check spelling, FileMaker Pro compares your text with
the installed main dictionary and a user dictionary. Each database
can have its own user dictionary. This is useful when, for example,
you have databases that contain unique terms (like medical or legal
terms).
Before you begin, be sure the selected dictionaries are the ones you
want to use. For more information about spelling dictionaries,
including steps for importing or exporting dictionaries, see
FileMaker Pro Help. Choose Help menu > Contents and Index, click
the Index tab, and type dictionaries.

• To restore text you deleted, choose Edit menu > Undo before you do
anything else in FileMaker Pro.

To check spelling in a field, one or more records, or a layout:

• Text you cut or copy stays on the Clipboard until the next time you
use Cut or Copy.

1. Display the record or layout, find the set of records, or select the
text to check.

Formatting text in Browse mode
You can change the text attributes (like font, size, and style) for data
in text fields, and in global fields defined as the text data type. You
can also change the paragraph alignment, margins, and line spacing.

2. Choose Edit menu > Spelling, then choose a spelling command.
To check the spelling of

Choose

A selected word or passage

Check Selection

Text in the current record

Check Record

Adding and viewing data

To check the spelling of

Choose

Text on the current layout (in Layout mode)

Check Layout

Text in the found set of records

Check All

2-15

For more information about adding or removing words from a
dictionary, see FileMaker Pro Help. Choose Help menu > Contents
and Index, click the Index tab, and type dictionaries.

Checking spelling as you type
3. In the Spelling dialog box, choose an option if a questionable word

appears in the Word box.
To

Do this when you see a questionable word

Replace a misspelled word
with one in the dictionary

Select a word from the list of suggestions, then
click Replace.

Revise a misspelled word
For Word, retype the word or the characters you
that isn’t in the dictionaries want to change. Then, click Check. When the
by retyping it
word is spelled as you want, click Replace.
Leave the word as it is

Click Skip. FileMaker Pro skips every occurrence
of the word.

Leave the word as it is, and Click Learn.
add it to the user dictionary
Show (or hide) the word in
question in context

Windows: Click Context.
Mac OS: Click the triangle in the lower right side
of the dialog box.

Note You can’t change a misspelled word in a restricted or
password-protected file or field. In that case, click Next.
You can retype the word if the
correct word isn’t in the list
Word with
questionable spelling

You can set FileMaker Pro to alert you to spelling errors as you type,
but this option is much slower than the other spelling options. When
you’re alerted to a spelling error, you can:

• Correct the last word typed.
• Choose Edit menu > Spelling, then choose Correct Word before you
press Tab or Enter. Use the Spelling dialog box to correct the word.
(See the previous section.)
To check your spelling as you type, see “Setting document spelling
preferences” on page A-6.

Working with OLE objects
With Object Linking and Embedding (OLE), you can combine
information from other applications with information in
FileMaker Pro. You include OLE objects—like graphics,
spreadsheets, sounds, or text created in other applications—in
container fields or layouts in FileMaker Pro files.
In Windows, you can embed, link to, and edit OLE objects. In the
Mac OS, OLE objects appear in container fields as graphics.You can
cut, copy, and paste OLE objects as graphics, but you can’t edit the
objects.
If you publish your database using FileMaker Pro Web Companion
Instant Web Publishing, OLE objects appear as static graphics in a
web browser.

Suggestions for
replacement

Mac OS: Click to see the
questionable word in context

4. When the spelling check is complete, click Done.

OLE is documented in Help. Choose Help menu > Contents and Index,
click the Index tab, and type OLE.

Chapter 3
Finding and sorting information
This chapter shows you how to:

• find records in your database using many different criteria
• omit records from the found set
• sort records

You can then work with just the records in the found set. For
example, you can view, edit, calculate summaries for, sort, print,
delete, export, or replace data in these records.
To define a find request:
1. Go to a layout that has fields you want to enter criteria in.

Note To learn about the Find/Replace command, the Constrain
Found Set command, and the Extend Found Set command, see
FileMaker Pro Help.

Finding records
To find records, work in Find mode. You type criteria (the value or
values to find) into fields in a find request, which looks like a blank
record. When you perform the find, FileMaker Pro searches through
all the records, comparing the criteria with the data in the file.
Records with data matching the criteria are added to the found set,
which is the subset of records being browsed.

The number of records in
the current found set

You can change layouts and enter criteria on more than one layout.
2. Choose View menu > Find Mode.
3. In the find request, select a text, number, date, time, or calculation
field to use for finding, then type a value in the field.

See the following sections for how to enter special criteria. For
example, you can search for:

• text, symbols, numbers, dates, or times
• exact matches
• ranges of information
• invalid dates or times
• data in related fields
• records that match multiple criteria
• empty or non-empty fields
• duplicate values
• all records except those matching criteria you specify
You can use the Symbols pop-up menu to help you enter criteria that
include operators.

3-2

FileMaker Pro User’s Guide

Choose a
layout with
fields you want
to search on

Type Find criteria in fields

• Finds on unindexed fields (for example, calculation fields
referencing related fields) can take longer than finds on indexed
fields.
• If a field’s values are indexed, you can use the index to enter values

Click the
down arrow
to see the
operators
Click to begin
searching

4. Click Find in the status area, or choose Requests menu > Perform
Find.

in find requests. Using the index is documented in Help. Choose Help
menu > Contents and Index, click the Index tab, and type storage.

Finding text and characters
Search for text in text fields, or in calculation fields that return a text
result.
Except as noted, when you search for text, the field can contain other
values in addition to the one(s) you specify, and the values can be in
any order. For example, typing hotel in the Accommodation field
finds records for Hotel, Discount Hotel, and Hotel, Luxury.
To find

Type this in the field Example

To cancel before searching is finished and leave the previous found
set unchanged, press Esc (Windows) or Command+period
(Mac OS).

Words that start with
specific characters

The characters.

Chris Smith finds
Chris Smith, Smith Chris,
Chris Smithson, and Smith
Christenson

After performing a Find, you can change or refine the criteria. See
“Viewing, repeating, or changing the last find” on page 3-7.

A phrase or sequence of
characters

The text, including
spaces and punctuation,
between the double
quotation marks (").

"Marten and Jones
Interiors" finds
Marten and Jones
Interiors but not Jones
and Marten Interiors

To show all the records again:

• In Browse mode: choose Records menu > Show All Records.
• In Find mode, choose Requests menu > Show All Records.
You don’t need to choose Show All Records before performing finds.
FileMaker Pro always searches the entire database.
Keep these points in mind:

• You can’t enter search criteria in container fields, summary fields,
or global fields. To find data in container fields, create a text or
number field that describes or identifies the contents of the container
field. Then find the value in the text or number field.

", Ltd." finds all
companies with ", Ltd." in
the name, but not those
without the comma.
Words with one or more One wildcard character
unknown or variable
(@) for each unknown
characters
character.
Words with zero or more * for all unknown
unknown or variable text characters.
characters in a row

Gr@y finds Gray and Grey
@on finds Don and Ron
but not Bron
Jo*n finds Jon and John
J*r finds Jr. and Junior

Finding and sorting information

To find

Type this in the field Example

Symbols or other nonalphanumeric characters,
such as punctuation or
spaces

The characters,
including spaces and
punctuation, between the
double quotation marks
(").

Words with letters from
other languages

The text, including
spaces and punctuation,
between the double
quotation marks (").

"@" finds @ (or an email
address, for example)
"," finds records
containing a comma

Finding exact matches in text ﬁelds
To find values that are

Use

Example

Exactly as you specify, in the
order you specify. The field
contains no other values.

== (two equal
signs)

==John finds John but
not John Smith
==John Smith finds
John Smith but not
Smith, John or John
Smithers

Whole words you specify.

=

=Market finds Market,
Market Services, and
Ongoing Market Research
but not Marketing or
Supermarket

"
" finds three
spaces in a row
"òpera" finds òpera but
not opera
(òpera without quotes
finds both òpera and
opera)

Partial phrases (a
sequence of words or
characters)

Characters, punctuation,
and spaces between
quotation marks ("").
Use * to find this text in
the middle of a longer
text string.

Case-sensitive text

(Use ASCII as the
fred finds fred
language for indexing
but not Fred
the field. This procedure
is documented in Help.
Choose Help menu >
Contents and Index, click
the Index tab, and type
text, finding.

*"son & Phillips"
finds
Johnson & Phillips and
Paulson & Phillips

Exact matches

See the next section,“Finding exact matches in text
fields.”

Ranges of information

See page 3-4.

Note Finds using quotes (“ ”) are called literal text searches. These
searches take longer than non-literal text searches.

3-3

=Chris =Smith finds
Chris Smith or Smith Chris
but not Chris or
Christopher Smithson

Finding numbers, dates, and times
Numbers, dates, and times should be entered in the corresponding
field types (or calculation fields returning the corresponding field
type) to ensure correct behavior when finding them. See “About
choosing a field type” on page 5-4. You cannot find text in number
fields, except certain letters representing Boolean (True/ False)
values; see table below.
Important To avoid confusion when using dates, always use fourdigit years. For more information on how FileMaker Pro handles
Year 2000 issues, see www.filemaker.com.
To find

Type this in the field

Example

A number in a number
field or in a calculation
field that produces a
numeric result

The number, in the
.50 finds .5, .50, and $.50
format used when the file
was created (unless Use
System Formats is
chosen)

3-4

FileMaker Pro User’s Guide

To find

Type this in the field

Example

Finding ranges of information

A Boolean number in a
number field or in a
calculation field that
produces a Boolean
result

True, Yes, Y, y, T,
t, or 1 to find True
values

T finds True, Yes, Y, y, T, t,
and 1

Use this
operator

Example

To find values that are

0 finds False, No, N, n, F, f,

Less than a specified value.

<

False, No, N, n, F,
f, or 0 to find False
values

and 0

<40
<9/7/1999


>95129
>9/7/1999
>M

A time in a time field or The time as digits,
12:53:09 finds 12:53:09
in a calculation field that separated by colons, in
produces a time result
the format used when the
file was created (unless
Use System Formats is
chosen)
Invalid dates, times, or
calculated date or time
results

Less than or equal to a specified
value.

? finds:
Next Tuesday or 2/33/2000
in a date field, or midnight
in a time field

Note System formats is documented in Help. Choose Help menu >
Contents and Index, click the Index tab, and type system formats.

Greater than or equal to a specified
value.

>=
or ≥ (Mac OS)

>=100
>=9/7/1999
≥8:00
≥M

Within the range you specify. A
.. or ...
range is first to last character in the (two or three
alphabet for text; least to greatest for periods)
numbers; and earliest to latest for
date and time.

12:30...17:30
1/1/1999..6/6/
2000
A...M

Finding data in related ﬁelds
You can enter Find criteria in related fields that are displayed in a
portal or directly on a layout.
When you perform a Find in a related field, FileMaker Pro displays
all records in the master file that have a related record matching the
criteria entered in the related field.
For example, suppose you have an invoice file with a portal
displaying line items. To find all invoices listing a Computer, type
Computer in the Item field in the portal. For more information about
related fields, see chapter 8, “Working with related files.”

Finding and sorting information

3-5

For information about omitting related records, see “Finding all
records except those matching criteria” on page 3-6.

Example: to find all people named Smith who work in Sales, type
Smith in the LastName field and Sales in the Department field.

Find request

Records that match at least one of the sets of criteria, but not
necessarily all (logical OR search)

Invoice ID

To widen your search, enter criteria in the first request. Choose
Requests menu > Add New Request. Enter the second (set of) criteria.
Continue adding requests for each (set of) criteria, then click Find.

Name
Item ID Item
Computer

Examples:

• To include customers in New York and customers in Paris in the
found set, type New York in the City field in the first request, then
type Paris in the City field in the second request.

Records in master file
Invoice ID

E154

Name

Alvarez

Item ID
I100
I202
I153
I229
I448

Item
Computer
Desk
Lamp
Bookcase
Chair

Invoice ID

E153

Name

Tang

Item ID
I202
I443
I153
I288
I100

Item
Invoice ID E152
Desk
Name
Durand
Long table
Lamp
Item ID Item
Round table I384
Swivel chair
Computer
I554
Panels
I288
Round table
I100
Computer
I448
Chair

• To include companies with more than 100 employees and
companies with more than $100 million in assets, type >100 in
Number of Employees in the first request, then type >100,000,000
in Capitalization in the second request.
• To include 6th grade students who are in Honors Algebra and 7th
grade students who are in Honors Geometry, type 6 in Level and
Honors Algebra in Course in the first request, then type 7 in Level
and Honors Geometry in Course in the second request.

Records that match one set of criteria but not another

Finding records that match multiple criteria

To narrow your search by excluding records that meet specified
criteria (for example, to find vendors in New York state that are not
in New York City), see “Finding some records while omitting
others” on page 3-7.

You can narrow or widen your search by using more than one
criterion.

Deleting and reverting requests

Records matching all criteria specified (logical AND search)

To delete a request, go to the request you want to delete, then choose
Requests menu > Delete Request.

To narrow your search, enter criteria in as many fields as needed to
make your request specific, then click Find.

3-6

FileMaker Pro User’s Guide

To restore a request to the way it was when you last committed it,
choose Requests menu > Revert Request. Requests are committed, for
example, when you click out of all fields, go to a different layout or
request, or perform a Find.
Click a page of the book to
see another find request

You determine the field on which uniqueness is based. If several
fields taken together determine uniqueness, you can create a
calculation field (returning a text result) that concatenates the values.
An example formula is First Name & Last Name & Phone
Number.
Keep these points in mind:

Number of the current request
Number of existing requests

• Values are duplicates only if word order is the same.
• When determining uniqueness in text fields, FileMaker Pro looks
at the first 20 alphanumeric characters of each word, up to a total of
60 characters (including spaces).

Finding empty or non-empty ﬁelds

• You cannot find duplicate values in unindexed fields. Indexing is
documented in Help. Choose Help menu > Contents and Index, click
the Index tab, and type storage.

To find fields that are

Enter this in the field

Finding all records except those matching criteria

Not empty (i.e., fields that have data)

*

Empty

=

You can exclude records while performing a find. For example, you
can find all invoices except those created in the past 30 days.

Finding duplicates
If you perform a find for duplicate records, the found set of records
depends on the method you use to find them:

Finding records that don’t match criteria
For example, to find all sales records except those for the city of
London:
1. In Find mode, type criteria for the records to omit.

• You can find only the “extra” instances of duplicated records. For
example, you have two records for each customer and you want to
find only the second record for each customer.

2. Select Omit.

• To do this, choose Help menu > Contents and Index, click the
Index tab, and type Duplicate values.

• You can find all records that are not unique, not just the “extra”
records. For example, you might want to find all records that aren’t
unique, then examine them to decide which records to use or delete.

Select Omit to
exclude records that
match the request

• To do this, choose View menu > Find Mode and type ! in the field.
3. Click Find.

Finding and sorting information

3-7

Finding some records while omitting others

Hiding records from a found set and viewing hidden records

For example, to find vendors in the state of New York, except those
in New York City:

All records that are not in the found set are omitted, or hidden. You
can omit additional records from the found set without doing a new
find.

1. In Find mode, type the criteria for the records to find (type New

York in the State field.)
2. Choose Requests menu > Add New Request.

Note Omitted records are temporarily excluded from the found set.
They still exist in the database.

3. Type criteria for the records to exclude (type New York in the

City field.)

To

Do this

4. Select Omit.

Omit a specific record

Display or select the record to omit, then choose
Records menu > Omit Record.

Omit a series of records

Display or select the first record in a number of
consecutive records to omit, then choose Records
menu > Omit Multiple. In the Omit Multiple dialog
box, type the number of records to omit, then click
Omit.

View the omitted set

Choose Records menu > Show Omitted.

Bring back all the records
in the file

Choose Records menu (Browse mode) or Requests
menu (Find mode) > Show All Records.

5. Click Find.

Keep these points in mind:

• You can have Omit criteria in more than one request.
• FileMaker Pro works through the requests in the order you create
them. For example, in a Clients database with clients in the US and
France:

• If the first request finds all clients in Paris and the second request
omits all clients in the USA, the found set contains all clients in
Paris, France but none in Paris, Texas or anywhere else in the
USA.

• If the order of the requests is reversed (the first request omits all
clients in the USA and the second request finds all clients in Paris),
the found set includes all clients in Paris, France and in Paris,
Texas, but no records for clients elsewhere in the USA.

• To omit a related record from a portal row (or set of related
records), you must change the relationship or the value in at least one
of the match fields so that the match field of the related record no
longer matches the match field of the master record. For more
information about related fields, see chapter 8, “Working with
related files.”

• To omit records from a found set after performing a find, see the
next section.

Viewing, repeating, or changing the last ﬁnd
To view the most recent find criteria, choose Records menu >Modify
Last Find. Then, to return to the found set, choose View menu >
Browse Mode. To repeat the find, click Find. Or you can modify the
find criteria, then click Find.

3-8

FileMaker Pro User’s Guide

Sorting records

To cancel before sorting is finished, press Esc (Windows) or
Command+period (Mac OS.)

FileMaker Pro stores records in the order they were added to the file.
Sorting temporarily rearranges records, so you can view, update, or
print them in a different sequence.

To

You choose the fields whose contents you want to sort by. The first
sort field arranges the records based on the field’s contents. The
second sort field arranges records when two or more records have the
same value in the first sort field, and so on. You can sort records in
ascending order, descending order, or in a custom order.

Assign different sort orders to
fields as you add them to the
Sort Order list

Choose a sort field and sort it In the fields list, double-click a field.
according to the selected order

The records remain sorted until you perform a find, add new records,
or sort the records again.
To sort the records in the current found set:
1. In Browse mode, choose Records menu > Sort.
2. In the Sort Records dialog box, choose fields for sorting, in the
order you want them sorted by. For options, see the table below.

Relationship list

3. Click Sort.

For each sort field, in the fields list, select a
field, select a sort order, then click Move.
Ascending order is first to last character in the
alphabet for text, lowest to highest for
numbers, and earliest to latest for dates and
times. Descending order is last to first
character in the alphabet for text, highest to
lowest for numbers, and latest to earliest for
dates and times.

Change the sort order of a field In the Sort Order list, select a field, then select
in the Sort Order list (for
a sort order for that field.
example, ascending or
descending order)
Sort in a custom order,
according to the order of values
in a value list (for example, in
the order months are arranged)

In the fields list, select a field, select Custom
order based on value list, then choose or define
a value list. (See “Defining a list of values for
data entry” on page 7-3.)
Records with values not in the specified value
list will be sorted alphabetically at the end.

Select fields to sort

Select the sorting order
for the selected field

Do this

Change the order of the sort
criteria (for example, to sort
first by Region, then by City)

In the Sort Order list, click the double-arrow (to
the left of the field name) and drag the field to
a new position.

Finding and sorting information

To

Do this

Include related fields anywhere Choose a relationship from the relationship
in the sort order
list, then double-click a related field in the list.

3-9

Keep these points in mind:

• Data sorts differently in different field types:
This field type

Sorts records in this order

Text

Alphabetically. Numbers sort by character position.
(Example of an ascending sort: 1, 11, 2.) Numbers sort
before letters. Non-alphanumeric values are ignored
(unless you change the sort language to ASCII).

Number

Numerically. Non-numeric characters are ignored.

Date

Chronologically. To avoid confusion when using dates,
always use four-digit years. For more information about
how FileMaker Pro handles Year 2000 issues, see
www.filemaker.com.

Sort related records (rows) in a If your access privileges allow, specify a sort
portal
order in Define Relationships. See “Defining
relationships for relational
databases and lookups” on page 8-10.

Time

Numerically. Times using AM/PM are sorted according to
their 24-hour-clock equivalent (for example, 8:00 PM is
20:00).

Remove a field from the Sort
Order list

• Records in a sorted portal are re-sorted whenever the relationship
is re-established. (For example, when you browse out of and then
back into the record, or change the value in the match field.) See
“Defining relationships for relational databases and lookups” on
page 8-10.

You can place a related field anywhere in the
Sort Order list—before, after, or between fields
in the master file.
If more than one record in the related file
matches a record in the master file, the sort
will use the value in the first matching record
in the related file, according to the sort order
defined in the relationship. See “Defining
relationships for relational
databases and lookups” on page 8-10.)

In the Sort Order list, double-click the field.

Remove all fields from the Sort Click Clear All.
Order list
Sort by summary fields

See the next section.

• Repeating fields sort by the value in the first repetition.
• If you add records after sorting, the status area shows Semi-sorted.

For example, to sort sales
regions in order from highest to
lowest total sales.
Unsort the records (return them Click Unsort.
to creation order)
Sort records according to a
Select Override field’s language for sort, then
different language than the one choose a language.
used for indexing
Close the Sort Records dialog
box without sorting

Click Done.

Sort again to incorporate new records in the sort order.

• System formats affect the way numbers, dates, and times sort.
System formats is documented in Help. Choose Help menu >
Contents and Index, click the Index tab, and type system formats.

3-10

FileMaker Pro User’s Guide

• When you define a text field, the default language for indexing and
sorting text is determined by the operating system on which
FileMaker Pro is running. If you want to override the default
language for a sort, select Override field’s language for sort in the Sort
Records dialog box. (If you want to permanently change the field’s
default language, select the field in the Define Fields dialog box,
click Options, then click the Storage tab and select the default
language from the pop-up menu.)

Sorting records by subsummary values
If you have a subsummary report (a report with grouped data and
totals), the report is sorted by the category that produced the totals.
For example, if you have a report that subtotals sales by region, the
report is sorted by region (Example 1). You can also sort records by
subsummary values. For example, you can sort the sales regions by
their sales totals (Example 2).
In both examples, Total Sales is a summary field that gives regional
totals when grouped by Region.
Example 1:
Regions are sorted
in ascending order
Report with grouped
data and subtotals

Example 2:
Regions are sorted
in descending order
by Total Sales
Report with grouped data and subtotals,
sorted by subsummary values

This procedure is documented in Help. Choose Help menu > Contents
and Index, click the Index tab, and type sorting records.
For more information on reports with grouped data, see “Creating
layouts and reports” on page 6-2.

Chapter 4
Previewing and printing information
This chapter describes how to:

• set up a printer and print options
• preview before you print
• print one or more records, a blank record, field definitions, or script

You can print data based on the current layout
or information about the structure of the database

steps
The procedures in the chapter assume that you already have a layout
to print. If you don’t, see chapter 6, “Creating and managing layouts
and reports,” and chapter 7, “Customizing layouts.”
Phone List

Note The information in this chapter does not apply to users working
with databases on the Web. When users work with databases on the
Web, the web browser software governs printing.

About printing information in a database

Name

Phone

Juanita Alvarez
Michelle Cannon
Andre Common
Marie Durand
Jean Durand
William Johnson

408-555-1234
213-555-2345
714-555-3456
619-555-4567
408-555-5678
408-555-6789

Phone List
Name

Phone

Juanita Alvarez

408-555-1234

current record

• a blank record to create a paper form
• definitions of fields or scripts to see the structure of your database
FileMaker Pro prints records using the current layout. You can
create layouts to print the same data in different ways. For example,
you can print records one by one, in a columnar list, or in a complex
sorted report with totals, headers, and footers. You can also create
layouts for mailing labels or envelopes.
The New Layout/Report assistant (in Layout mode) makes it easy to
create such layouts and reports. See “Creating layouts and reports”
on page 6-2.

Phone

Records being browsed
Current record
Blank record

With FileMaker Pro, you can print:

• all the records in the database, a subset of the records, or only the

Phone List
Name

Print Phone List
Go to Layout [Phone List]
Sort [Sort Order: Last name (Ascending) ]
[Restore sort order, No Dialog]
Enter Preview Mode
[Pause]
Print
[no dialog]
Enter Browse Mode

Field Name

Field Type

First Name
Last Name
Address1
Address 2
City
State
Postal Code
Phone

Text
Text
Text
Text
Text
Text
Number
Text

Formula/Entry Options

Script
Field definition

You can control page margins, remove blank space, and keep
specified objects from printing. See “Controlling how things print”
on page 7-21.

4-2

FileMaker Pro User’s Guide

Preparing to print
Note Printer and print setup options depend on the printer and
system software you’re using. Refer to your printer and system
documentation for more information.

Specifying a printer (Windows)
You can specify a default printer to be used when you print in
FileMaker Pro. You can also specify a different printer each time
you print.

Note With newer system software, you can specify a different
printer within the Print dialog box or with a control strip module (as
long as you’re choosing the same type of printer, for example, a
different LaserWriter printer on the network).

Preparing to print wide layouts
If you’re printing a layout with data that extends beyond the right
margin, choose File menu > Print Setup (Windows) or Page Setup
(Mac OS), select the horizontal (landscape) orientation, then click OK.
Information to the right
of this line won’t print

To specify a default printer for FileMaker Pro:

All columns print

1. Choose File menu > Print Setup.
2. In the Print Setup dialog box, for Name, choose a printer.
3. Click OK.

Keep these points in mind:

• When you start FileMaker Pro for the first time, it uses the
Windows default printer as its default printer. If you specify a
different printer in the Print Setup dialog box, it becomes the default
printer for FileMaker Pro.

• You specify the default printer for Windows and FileMaker Pro
independently. If you change one default, it doesn’t affect the other.

Specifying a printer (Mac OS)
To specify a different printer:
1. Choose Apple menu > Chooser.
2. In the Chooser dialog box, select a printer, respond to any

messages, and then click the close box.
Because different printers have different margin capabilities, if
you’ve changed to a different type of printer, you are prompted to
verify page setup options.

Vertical setting

Horizontal setting

Tip In the Print Setup dialog box (Windows) or Page Setup dialog
box (Mac OS), try reducing the size of the printed area by typing a
value of less than 100% for scaling. FileMaker Pro adjusts the
display of page boundaries in Layout and Preview modes.

Previewing and printing information

4-3

Preparing to print layouts with subsummaries

When you’re using individual sheets of labels:

If you’re printing a layout with one or more subsummary parts, sort
the records by the break field (the field that groups the records)
associated with each subsummary part. See “Viewing or printing
subsummary or grand summary data” on page 6-28 and “Sorting
records” on page 3-8. Then switch to Preview mode. FileMaker Pro
displays subsummary parts and calculates subsummary data
correctly only in Preview mode or in a printed report (see
“Previewing data on a layout” on page 4-3).

1. Measure the distance from the top of the label paper to the top of
the first row of labels.

Tip If you use the New Layout/Report assistant to create a Report with
grouped data, you can create a script that automatically sorts the
report and then switches to Preview mode. See “Creating layouts and
reports” on page 6-2.

Preparing to print envelopes and labels
For information about setting up an Envelope or Labels layout, see
“Considerations when you create an Envelope layout” on page 6-7
and “Considerations when you create a Labels layout” on page 6-6.
Many laser and ink jet printers cannot print within 0.25 inches of the
top of the paper. FileMaker Pro tries to compensate for this when
creating a Labels layout by including an empty header part to
compensate for this unusable margin. You may need to adjust or
delete the header depending on your printer (see “Resizing layout
parts” on page 6-30 and “Deleting layout parts” on page 6-30).
You may also need to adjust page margins (see “Specifying page
margins” on page 7-21), or paper size (see your system
documentation). Also, see the troubleshooting section in the
FileMaker Pro onscreen Help. Choose Help menu > Contents and
Index, click the Index tab and type printing,troubleshooting.
Tip Print envelopes or the first page of your labels on plain paper to
check alignment before you print on the envelope or label stock.

2. If the distance is less than the minimum margin your printer

requires, in Layout mode, increase the height of the header part to
include the first row of labels, so that printing starts at the top of the
second row.
FileMaker Pro won’t print on the first row of labels, but it prints in
the correct position on subsequent labels.
When using continuous-feed label paper, if there’s a header, delete it
by clicking the part label in Layout mode to select it, then press
Backspace or Delete.

Previewing data on a layout
When you switch to Preview mode, you see the layout as it appears
on the printed page. You can’t enter or edit information in fields in
Preview mode.
In Preview mode, you see:

• how many records fit on a printed page
• how the pagination settings you choose affect page breaks (see
“Defining page breaks and numbering” on page 6-29)

• subsummary parts with calculated summary fields (see “Viewing
or printing subsummary or grand summary data” on page 6-28)

• variable information supplied by FileMaker Pro, like page
numbers, the current date, and so on (see “Inserting the page number,
date, or other variable onto a layout” on page 7-11)
• the page margins you define (see “Specifying page margins” on
page 7-21)

• how fields set with sliding options close up blank space (see
“About removing blank space from printed data” on page 7-22)

4-4

FileMaker Pro User’s Guide

• records arranged in columns if the Layout Setup is defined to print
in columns (see “Setting up to print records in columns” on page 6-8)
To preview data on a layout, you follow the same preliminary steps
that you perform when you print, including specifying a printer and
printing options and verifying that the found set contains the records
you want to preview (see steps 1 through 4 in the next section,
“Printing”). Then, choose View menu > Preview Mode.
Choose a different layout
from the layout pop-up menu
Click the top page to
move to the next page or
the bottom page to move
to the previous page

Note If you’re printing a layout with subsummaries, see “Preparing
to print layouts with subsummaries” on page 4-3. If you’re printing
labels or envelopes, “Preparing to print envelopes and labels” on
page 4-3.
To print:
1. If you have more than one printer, specify which one you want to
use.

See “Specifying a printer (Windows)” on page 4-2, or “Specifying a
printer (Mac OS)” on page 4-2.

Margin

Drag the bookmark up or
down to move through pages
Current page number

Total number of pages

2. Confirm printing options (for example, page orientation, and
scaling) by choosing File menu > Print Setup (Windows) or File
menu > Page Setup (Mac OS), then click OK.

For information about printer options, refer to your printer and
system documentation.
3. If you’re printing records, use the layout pop-up menu to switch
to the layout you want to use.
4. Make sure the found set is the way you want it by:
Switch modes with the
mode pop-up menu

Note You can’t use Preview mode to see how your database looks
when published on the Web. You must use a web browser.

Printing
You can print information from your database, or you can print
information about your database (for example, field definitions or
script steps). See “About printing information in a database” on
page 4-1.

• using Find mode and commands on the Records menu to change the
found set (see “Finding records” on page 3-1 and “Hiding records
from a found set and viewing hidden records” on page 3-7)

• sorting the records (see “Sorting records” on page 3-8)
5. Choose View menu > Preview Mode to see exactly how your paper

copy will look. Some things, like summary fields, subsummary
parts, sliding objects, records arranged in columns, and variable
information like page numbers, appear correctly only in Preview
mode.
6. Choose File menu > Print.
7. In the Print dialog box, for Print, choose an option.

Previewing and printing information

Mac OS: Depending on the version of the printing software you are
using, you may need to choose FileMaker Pro from the pop-up menu
to see these options.
To print

Choose

All records in the found set

Records being browsed

4-5

Choose
FileMaker Pro

Choose the
data to print

Only the record currently selected in Browse Current record
mode
A blank record using the current layout (use Blank record, showing fields, then
this option to print a blank “form”)
choose a formatting option
Print dialog box (Mac OS)
A list of all the fields defined for the file,
including formulas and entry options

Field definitions

A list of all script steps for one script, or all
scripts in the file

Script definition for, then choose a
specific script or all scripts

Click to change the page orientation (vertical or
horizontal), scaling, and other printing options

Windows: To print a current view of OLE objects, select Update all
Links before printing. Deselect this option for faster printing. For more
information, see the FileMaker Pro onscreen Help. Choose Help
menu > Contents and Index, click the Index tab, and type OLE
objects, updating.
8. Select the print range, number of copies and other printing
settings, and then click OK.

Other print options depend on the printer and system software you’re
using. Refer to your printer and system documentation.

Choose the
data to print

Keep these points in mind:

• Windows: To override the default printer for one print job, in the
Print dialog box, for Name, choose a different printer.

• Windows: To override the default printer options for one print job,
in the Print dialog box, click Properties, make selections, then click
OK.

Select to update
linked OLE objects
before printing

• You can “close up” blank space when printing records with varying
Print dialog box (Windows)

amounts of data by specifying sliding options. See “About removing
blank space from printed data” on page 7-22. You can also use merge
fields to eliminate extra blank space in field data. See “Placing merge
fields” on page 6-17.

4-6

FileMaker Pro User’s Guide

• When you print a field or a portal with a scroll bar, FileMaker Pro
prints only the data visible without scrolling. To print all the data,
duplicate the layout and enlarge the field or portal, then specify
sliding options to remove the extra blank space when you print. See
“About removing blank space from printed data” on page 7-22.

• To keep any object on a layout from printing, select it in Layout
mode, and choose Format menu > Sliding/Printing. Click Do not print
selected objects, then click OK. See “Keeping objects from printing”
on page 7-25.

• If you’re having trouble printing, see the troubleshooting section in
the FileMaker Pro onscreen Help. Choose Help menu > Contents and
Index, click the Index tab and type printing, troubleshooting.
For customer support information on printing, choose Help menu >
FileMaker on the Web.

Part 2
Designing and creating a database

Chapter 5
Creating a database
This chapter explains how to:

• plan a database
• create a FileMaker Pro database file
• define, modify, or delete fields in your database

Planning a database file

For example, to print invoices, you need fields for a billing address,
shipping address, quantity, product code, and so on. You also need
calculated fields for subtotal, sales tax, shipping charge, and invoice
total.
To make it easy to search and sort records, create separate fields for
first and last name, titles such as Mr. or Dr., and items in addresses
(city, state, province, country, and postal code).
5. Determine relationships between your file and other files whose

Plan a database before you create it to save time and effort later on.
Although you can change the design later, the more you plan ahead,
the fewer changes you’ll need to make. Start with a simple design,
use it for a while, then change it as needed.

For example, if data you want already exists in another
FileMaker Pro file, you can use it in the current file.

Follow these general steps to plan a database:

6. Decide what layouts you need, and plan a separate layout for each
task.

1. Determine the problem you want to solve, or the reason for
creating a database.

If other people will use the database, be sure to talk with them about
the data they need.
2. Decide which categories of information you work with, and plan

a separate database file for each major category.
For example, for a small business, you might need one database file
for products, one for customers, and another for employees.
3. Analyze your current information management system to

determine the tasks you perform.
For example, do you print mailing labels and invoices? What reports
do you produce? Are there new tasks you want to do?
4. Decide what data you want the file to contain, and plan the fields

to hold the data.

data you can use.

For example, plan layouts for data entry, order entry, printing
mailing labels, printing form letters, and for each type of report you
produce.
7. Determine whether you need to share your database with other
users, and how they will access the file.

You can design layouts that work well in FileMaker Pro for
Windows or for Mac OS, or when viewed in a web browser.
8. If others will use your database, think about who can use the file
and which tasks they can perform.

If security is important to your data, you can restrict who can do
which tasks by assigning passwords and access privileges to the file.
9. Put your ideas on paper, listing the files you need and the fields for

each file. Also list the forms and reports (layouts) you will generate
from each file. Start with a simple design and use it for a while. You
can change it as needed.

5-2

FileMaker Pro User’s Guide

2. In the New Database dialog box, do the following:
Sample Database Design Form
Project Name
Purpose of this database
File name for this database
Fields
Name

Type

Comments

To

Do this

Create a file using a
template

Select Create a new file using a template, then doubleclick the name of a template.

Create a file without
using a template

Select Create a new empty file, then click OK.

Open an existing file

See “Opening files” on page 1-6.

Layouts
Name

Purpose

Screen Print Web

If Templates in New Database dialog isn’t selected in the General tab of
the Application Preferences dialog (or if the templates aren’t
installed), the New Database dialog box doesn’t appear. Skip to the
next step. To select the preferences option, see “Setting general
application preferences” on page A-1.
For information about entering data into a database, see “About
entering data in records” on page 2-6. For more information about
creating a relational database, see chapter 8, “Working with related
files.”

Creating a FileMaker Pro file
You can create a file from a template—a predefined database file that
you can modify to suit your needs. Or, you can create a file without
using a template.
Tip You can also create a file by making a copy of an existing
FileMaker Pro file, or by importing data from another application.
See “Saving files” on page 1-7 or “Converting a data file into a new
FileMaker Pro file” on page 12-6.
If you didn’t install templates and want to use them, see the
FileMaker Pro Getting Started Guide.
1. In FileMaker Pro, choose File menu > New Database.

Select an
option for
creating a
file
Select
to stop
showing this
dialog box

Choose a
template
category from
the list

Choose a
template from
the list

3. In the dialog box that appears, type a name for the file (choose a
different folder, if needed), then click Save.

Windows: For Save as type, select FileMaker Pro Files. If you don’t type
a file extension, FileMaker Pro adds .fp5 to the filename. (To view file
extensions in Windows, see the Windows operating system Help.)
4. Click Save.

Creating a database

About defining database fields
To define a new field, you give it a name. Then you select options
that determine how the field interprets, enters, calculates, stores, and
displays data. These characteristics make up the field definition.

Product ID

ET14

Product Name Jacket

These fields store text

5-3

Keep these points in mind:

• You can duplicate a field definition to define a new field that’s
similar to an existing field. See “Changing field definitions” on
page 5-11.
• After you define fields, you can add them to any layout. If you
define a field in an existing file, and you don’t see it on the current
layout, be sure Add newly defined fields to current layout is selected in
Application Preferences. See“Placing and removing fields on a
layout” on page 6-15 and “Setting layout preferences” on page A-2.

Category

Clothing

Colors

Blue
Black

This field stores multiple values

• To print field definitions, see chapter 4, “Previewing and printing

Unit Price

$52.50

This field stores only numbers

information.”

Discount

$5.25

This field calculates a value based on
another value in the record
(“Discount” is 10% of “Unit Price”)

About naming ﬁelds
Keep the following in mind when naming fields:

The following sections describe how to define fields using the
Define Fields dialog box.
Choose the way fields are listed in the dialog box
Click to sort by
field name or type

• Field names must be unique. They can contain up to 60 characters.
• Use descriptive names that clearly identify the contents of the field.
Avoid abbreviations, acronyms, or other terms that may cause
confusion.

• Don’t use the following symbols or words: , (comma) + – * / ^ &
= ≠ > < ( ) " ; (semicolon) : (colon) :: AND, OR, XOR, NOT, or a
FileMaker Pro function name. Don’t begin a field name to be used in
a calculation formula with a space, period (.), or number.

Field names
and definitions

• Use _ (underscore) in place of a space to avoid restrictions in
ODBC (Open Database Connectivity), exporting, web publishing,
and other operations.

Type a name
for a new field

• If you’re exchanging data with another application, check the field
naming restrictions in the file formats supported by the other
application.

Select a field type

Click after you type a field
name and select a field type

• If you’re using ODBC to share FileMaker data, avoid using SQL
keywords in field names. For information about ODBC, see “About
ODBC” on page 15-1.

5-4

FileMaker Pro User’s Guide

About choosing a ﬁeld type
When you define a field, you must select the appropriate field type.
FileMaker Pro uses the field type to interpret the data for tasks like
sorting and performing calculations.
Sales Report

Select this
field type
Text
Number

If the field data will be
Up to approximately 64,000 letters, symbols, or numbers used as
text. Text fields may contain carriage returns.

Dates only.

Time

Times only.

Container

A picture, or a multimedia file (like a movie or sound). You can
reference container fields in calculations and summary fields.
Windows: A container field can store OLE objects.

Calculation

The result of a calculation formula that uses field values from the
current record or related records. The formula can use values of
all field types. The result can be one of these types of data: text,
number, date, time, or container.

Summary

A value that’s produced by summarizing field values from more
than one record in the same file.

Global

One value to be used in all records of the file. A global field can
contain text, number, date, time, or container data. Use the value
of a global field in calculations and scripts. You can’t use a
global field to find records.

Item

Qty

Amount

David Michaels
David Michaels
David Michaels
David Michaels

ET3
ET4
ET1
ET5

1
1
2
3

$29.95
$32.25
$73.90
$98.85

Sophie Tang
Sophie Tang
Sophie Tang
Sophie Tang

ET6
ET7
ET2

Total

Up to 255 numbers or other characters. (In most cases, only the
numbers are treated as numeric.) Number fields can also contain
Boolean values, to indicate, for example, true, false, yes, and no.
Unlike other text values in a number field, you can perform a
search on Boolean values.

Date

Agent

2
5
2
Total
Grand Total

$234.95
$64.50
$12.50
$25.00
$102.00
$336.95

Summary fields produce
results from values in
multiple records
Calculation fields produce results from values
in the current record or related records

Keep these points in mind:

• Use text fields instead of number fields to store postal codes, phone
numbers, and other values with leading zeroes or characters like
hyphens or parentheses.

• Be sure to use a Date field (instead of a text or number field) to
store dates. To avoid confusion when using dates, always use fourdigit years. For more information on how FileMaker Pro handles
Year 2000 issues, see www.filemaker.com.
• You can’t find or sort records based on a container field, but you
can define a text field to describe or identify the contents of the
container. Then, you can find or sort records based on the data in the
text field.
• To change the way data is displayed in text, number, date, and time
fields, see “Formatting field data on a layout” on page 6-21.

Creating a database

• For information about working with data in fields, see “About
entering data in records” on page 2-6. For more information about
field types, choose Help menu > Contents and Index, click the Index
tab, and type field types.

5-5

For more information about defining fields, choose Help menu >
Contents and Index, click the Index tab, and type defining fields.

Deﬁning calculation ﬁelds
1. Choose File menu > Define Fields.

Deﬁning text, number, date, time, or container ﬁelds

2. In the Define Fields dialog box, for Field Name, type a unique name

1. Choose File menu > Define Fields.

for the field.

2. In the Define Fields dialog box, for Field Name, type a unique name

See “About naming fields” on page 5-3.

for the field.

3. For Type, select Calculation, then click Create.

See “About naming fields” on page 5-3.
3. For Type, select a field type, then click Create.

See “About choosing a field type” on page 5-4.

4. In the Specify Calculation dialog box, build a formula.

Click where you want the item to appear in the formula box, then do
the following:

4. To define options for the field, click Options.
To add a

Do this

To

Do this in the Options for Field dialog box

Automatically
enter values into
the field

Click the Auto-Enter tab, select the options, then click OK.
See “Defining automatic data entry” on page 5-8.

Make sure data is
entered into the
field correctly

Click the Validation tab, select the options, then click OK.
See “Defining field validation” on page 5-9.

Mathematical or
text operator

In the keypad, click an operator. (Quotation marks and
parentheses are copied to the formula as a pair, with the
insertion point blinking in the middle).

Make the field
repeating

Click the Storage tab, then select Repeating field with a
maximum of n repetitions. Type the number of repetitions,
then click OK. See “About repeating fields” on page 5-11.

Comparison or
logical operator

For Operators, choose an operator from the list.

Constant value

Type the value. See “Constants” on page 11-2.

Select options for
indexing the field

Click the Storage tab, select the options, then click OK. See
“About storage and indexing options” on page 5-11.

Function

In the functions list, double-click a function. In the
formula box, replace the placeholder parameter with a
value or expression.

Reference to a field In the field list, double-click a field name.
To display field names from related fields, choose a
relationship from the relationship list. (See “When to
create relationships between files” on page 8-4.)

5. Continue defining fields, or click Done.

Important To avoid confusion when using dates in FileMaker Pro,
set field validation options to make sure dates are always entered
with four-digit years. (See “Defining field validation” on page 5-9.)
For more information on how FileMaker Pro handles Year 2000
issues, see www.filemaker.com.

Tip You can also type the formula directly into the box. For more
information, see chapter 11, “Using formulas and functions.”

5-6

FileMaker Pro User’s Guide

6. To select indexing and storage options for the field, click Storage

Select comparison
and logical operators

Options, select options, then click OK.

Select mathematical
and text operators

Choose the way functions
are listed in the dialog box

Choose a
relationship
from the list

7. Click OK to close the Specify Calculation dialog box.
8. Continue defining fields, or click Done.

Choose field
references

Select
functions

For more information about defining calculation fields, see
FileMaker Pro Help. Choose Help menu > Contents and Index, click
the Index tab, and type calculation fields.

Deﬁning summary ﬁelds

Formula box

Use summary fields to calculate values across multiple records, like
subtotals, averages, and grand totals. For example, a summary field
can display the grand total of all sales in the month of May in a
report.

Choose a
formula
result type
Make the
calculated
field
repeating

See “About storage and indexing options” on page 5-11.

Calculate only if at least one
field in the formula has a value

Choose indexing and
storage options

Tip Use the New Layout/Report assistant to quickly create a report
with grouped data (data in a summary field). See “About layouts and
reports” on page 6-1.

5. Select calculation options for the field.
To

Do this

Select the data type of Choose a data type for Calculation result is . Be
the result
sure to choose the correct type for the result you want.
See “About choosing a field type” on page 5-4.
Make the calculated
field repeating

Select Repeating field with a maximum of n values, type
the number of repetitions, then click OK. See “About
repeating fields” on page 5-11.

Perform the calculation
only when all
referenced fields have
a value (so you don’t
display zero as a result)

Select Do not evaluate if all referenced fields are empty.
Clear this option if you always want FileMaker Pro to
calculate a result, even if a referenced field is empty or
has never been modified.

The value in a summary field can change depending on where you
place the field on a layout, how many records are in the found set,
whether the records are sorted, and which mode you are using.
If you’re modifying a layout that contains a summary field, you must
know about layout parts to get the results you want (see “About
layout parts” on page 6-25). For information about summarizing
related fields in portals, see “Summarizing data in portals” on
page 8-12.
1. Choose File menu > Define Fields.
2. In the Define Fields dialog box, for Field Name, type a unique name

for the field.
See “About naming fields” on page 5-3.
3. For Type, select Summary, then click Create.

Creating a database

4. In the Options for Summary Field dialog box, select a summary
type, then select the name of the field you want to group by.

5-7

5. Select an option, if applicable, for the summary type.

Options change according to the summary type you select in the
previous step.

Select this type
of summary

To summarize values in a field
in the found set of records by

Total of

Calculating the total of values in the field

For this
summary type

Select

To

Average of

Calculating the average of values in the field

Total of

Running total

Count of

Counting the number of records that contain a value for
the field. For example, if a field contains 100 values (one
value for each record), the result of the count is 100.

Show the cumulative
total for the current and
all previous records

Average of

Minimum

Finding the lowest number, or the earliest date or time,
for a field

Weighted average. In the
list of fields that appears,
select the field that contains
the weight factor.

Determine the average in
one field based on a value
in another field that’s
used as a weight factor

Maximum

Finding the highest number, or the latest date or time, for
a field

Count of

Running count

Show the cumulative
count of the current and
all previous records

Standard Deviation of Finding how widely the values in a field differ from each
other. This option calculates the standard deviation from
the mean of the values in a field. (The formula is n-1
weighted, following the normal standard deviation.)
Fraction of Total of

Calculating the ratio of the value in the field to the total
of all the values in that field. For example, this option
finds what fraction of total sales can be attributed to each
salesperson.

Standard Deviation of by population

Fraction of Total of

Calculate population
standard deviation, where
the formula is n-weighted

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

6. Click OK.
Choose a
summary
type

Select an option for the summary type

Choose the
field you want
to group by

7. Continue defining fields, or click Done.

For more information about summary fields, choose Help menu >
Contents and Index, click the Index tab, and type summary fields.

5-8

FileMaker Pro User’s Guide

Deﬁning global ﬁelds

5. Click OK.

A global field contains one value that’s used for all records in a file.
(You can’t use a global field for finding data.) Use the value of a
global field:

6. Continue defining fields, or click Done.

• as a fixed value to be used in calculations in all records in a file
• to declare variables in If, Else, End If, Loop, End Loop, and Exit

If you’re working with global fields in a shared file, see “Working
with shared files” on page 13-2. For more information about global
fields, choose Help menu > Contents and Index, click the Index tab, and
type global fields.

Loop If script steps

• for fields that rarely need to be updated. For example, use a global
field to put your company logo and address on several layouts. You
can quickly update a global field without having to update each layout.
To define global fields:
1. Choose File menu > Define Fields.
2. In the Define Fields dialog box, for Field Name, type a unique name

for the field.
See “About naming fields” on page 5-3.
3. For Type, select Global, then click Create.
4. In the Options for Global Field dialog box, select options.
To

Do this

Choose a data type for For Data type, choose a type from the list. See “About
the field
choosing a field type” on page 5-4.
Make the field
repeating

Click the Storage tab, then select Repeating field with a
maximum of n repetitions. Type the number of
repetitions, then click OK. See “About repeating fields”
on page 5-11.

Setting options for fields
You can set options for:

• entering default data into a text, number, date, time, or container
field
• checking data against validation requirements
• making a repeating field
• creating an index
• indexing and storing data
Some field options help ensure the accuracy of your data. For
example, if you type Frnc instead of France into the Country field,
you won’t find that record when you later search for all customers
from France. To be sure that all country names are entered correctly,
you can define a value list containing the names, then select the
Member of value list validation option for the Country field. When you
enter data into the field, the data must match a value in the list. See
“Defining a list of values for data entry” on page 7-3.
To set options for summary fields, see “Defining summary fields” on
page 5-6.

Deﬁning automatic data entry

Choose a data
type for the field

To automatically enter a default value into a field for each record:
1. Choose File menu > Define Fields.
Select to make the field repeating

2. In the Define Fields dialog box, double-click a field name.

Creating a database

5-9

3. In the Options for Field dialog box, click the Auto-Enter tab and

select options. (The available options depend on the field type.)

Click Auto-Enter

Important To avoid confusion when using dates in FileMaker Pro,
set field validation options to make sure dates are always entered
with four-digit years. (See the next section.)
To

Do this

Enter the date, time, or
Select the first checkbox (the), then choose an
user name when the record option from the list.
is created or modified

Select options for
entering default
data in the field

Assign a sequential
Select Serial number. For next value, type a starting
number to the field in each value (for example, 1001), then type the number to
record
increment by.
Enter the value from the
Select Value from previous record.
previously accessed record
Enter data you specify

Select Data, then type up to 255 characters.

Enter the result of a
calculation in the field

Select Calculated value, define the formula in the
Specify Calculation dialog box, then click OK.
For information about the Specify Calculation
dialog box, see “Defining calculation fields” on
page 5-5.

Enter a value that’s copied Select Looked-up value, define the lookup, then
from a field in the same or click OK. See “Defining lookups between files” on
a different file
page 8-13.
Prevent users from
Select Prohibit modification of value.
changing an automatically
entered value
Turn off automatically
entered data

Clear all selected checkboxes.

4. Click OK to close the Options for Field dialog box, then click Done.

For more information about automatically entering data, see
FileMaker Pro Help. Choose Help menu > Contents and Index, click
the Index tab, and type automatic data entry.

Deﬁning ﬁeld validation
You can select field validation options to ensure that data is entered
into the field correctly. FileMaker Pro displays a message if you
enter data incorrectly.
Important To avoid confusion when using dates in FileMaker Pro,
set field validation options to make sure dates are always entered
with four-digit years. For more information on how FileMaker Pro
handles Year 2000 issues, see www.filemaker.com.
1. Choose File menu > Define Fields.
2. In the Define Fields dialog box, double-click a field name.

5-10

FileMaker Pro User’s Guide

3. In the Options for Field dialog box, click the Validation tab and
Click Validation

select options.
To verify that the entered value Do this
Contains only numbers

Select Strict data type, then choose
Numeric Only from the list.

Select validation
options for the field

Is a date containing numeric values
Select Strict data type, then choose
for the month and day, and four digits 4-Digit Year Date from the list.
for the year (for example,
5/12/2004)
Is a time containing numeric values Select Strict data type, then choose Time
for hours and minutes between 00:00 of Day from the list.
and 23:59 (seconds are optional)
Is not empty, or that the value is
Select Not empty, Unique, or Existing.
unique or already existing in the file
(FileMaker Pro ignores capitalization
and punctuation)
Matches a value in a specified value
list

Select Member of value list, then choose
an existing value list or define a new
one. (See “Defining a list of values for
data entry” on page 7-3.)

Falls within the range you specify

Select In range, then type a starting
value and ending value.

Matches the result of a calculation

Select Validation by calculation, define a
formula in the Specify Calculation
dialog box, then click OK.
The result must be Boolean—“true” or
“false,” “yes” or “no,” and so on. The
result is false when the result is 0 or null
(empty); otherwise the result is true.
For information about the Specify
Calculation dialog box, see “Defining
calculation fields” on page 5-5.

4. Specify how FileMaker Pro handles an invalid entry.
To

Select

Prevent users from entering invalid data
Strict: Do not allow user to override
(users must correct the data before moving validation
out of the record)
Display a custom message when the data
doesn’t meet the validation requirements

Display custom message if validation
fails, then type up to 255 characters

5. Click OK to close the Options for Field dialog box, then click Done.

For more information about validating fields, choose Help menu >
Contents and Index, click the Index tab, and type validating data.

Creating a database

5-11

About repeating ﬁelds

Changing field definitions

A repeating field holds more than one value (up to 1000), each in a
separate repetition of a field. Any field type, except summary, can be
a repeating field.

Important When you change the definition of a field that contains
data, the data in that field could be affected. For more information
about the effects of changing fields, choose Help menu > Contents and
Index, click the Index tab, and type field definitions.

Each value in the repeating field
“Colors” is a single, separate value

Tip If you’re planning to sort, summarize, or insert data in a
repeating field, it’s often easier to use related fields in a portal. See
“About relational databases” on page 8-2.

1. Choose File menu > Define Fields.
2. In the Define Fields dialog box, make your changes.
To

Do this

Change a field
name

In the field list, select the field to change. For Field Name,
type or paste the new name, then click Save.
FileMaker Pro also changes the field name in layouts and
field references in formulas. See “About naming fields”
on page 5-3.

Duplicate a field
definition

In the field list, select one or more fields, then click
Duplicate. The new fields appear at the end of the list with
Copy added to the name. You can change the field names.

Change the field
type

In the field list, select the field, select a field type, then
click Save. See “About choosing a field type” on
page 5-4.

To change the number of repetitions visible on a layout, see
“Formatting repeating fields” on page 7-7.
For more information about defining and working with repeating
fields, see FileMaker Pro Help. Choose Help menu > Contents and
Index, click the Index tab, and type repeating fields.

About storage and indexing options
FileMaker Pro provides options for indexing fields and for storing
the results of calculations. You can:

• Create an index, which is a list of the values stored in a field. An
index greatly speeds searches, but takes up space on your disk. You
can index text, number, date, and time fields. You can also index
calculation fields if the results are text, numbers, dates or times.

• Store the result of a calculation in your database, or you can tell
FileMaker Pro to perform the calculation only when needed (unstored).
Storing the result is faster but takes up more space on the disk. You can
specify storage options for text, number, date, time, and calculation fields.
Storage and indexing options are documented in Help. Choose Help
menu > Contents and Index, click the Index tab, and type storage
options.

Important Changing the field type can permanently and
irretrievably erase data.
Change options for In the field list, double-click the field. Change the options,
text, number, date, then click OK. See “Setting options for fields” on
time, container, or page 5-8.
global fields
Change a
calculation field

In the field list, double-click the calculation field.

•

To change storage and indexing options, click Storage
Options in the Specify Calculation dialog box. Make
your changes, then click OK.
• To change other options, make your changes in the
Specify Calculation dialog box.
Then, click OK in the Specify Calculations dialog box. See
“Defining calculation fields” on page 5-5.

5-12

FileMaker Pro User’s Guide

To

Do this

Change a summary In the field list, double-click the summary field, then
field
make your changes in the Options for Summary Field
dialog box. Click OK. See “Defining summary fields” on
page 5-6.
Reorder field
names in dialog
boxes that list
fields

See FileMaker Pro Help. Choose Help menu > Contents
and Index, click the Index tab, and type reordering.

3. Click Done.

Keep these points in mind:

• If you change a calculation formula or summary type,
FileMaker Pro recalculates the value for every record in the database
when you exit the Define Fields dialog box.

• To change the definitions of related fields, make the changes in the
related file.

Deleting field definitions and data
Important Deleting a field in the Define Fields dialog box
permanently and irretrievably deletes the field definition and all the
data in that field in all your records. Before you delete a field from a
file, be sure you don’t need any data the field contains.
1. Choose File menu > Define Fields.
2. In the Define Fields dialog box, select one or more fields, then
click Delete.
3. Click Delete again, or click Cancel to leave the fields unchanged.
4. Click Done.

Keep these points in mind:

• To remove fields from a layout, but leave them available in the
database, see “Placing and removing fields on a layout” on
page 6-15.
• For more information about deleting field definitions, choose Help
menu > Contents and Index, click the Index tab, and type field
definitions.

Chapter 6
Creating and managing layouts and reports
This chapter describes how to manage layouts to present data for
onscreen display or printing. You’ll learn about:

• creating, modifying, and deleting layouts
• working with different layout types
• working with fields and objects on a layout
• adding layout parts, such as a header or footer
The next chapter, “Customizing layouts,” explains customizing the
way fields and layouts look, adding objects to layouts, defining value
lists, and controlling how things print.
You create and work with layouts in Layout mode. To switch to
Layout mode from another mode, choose View menu > Layout Mode.
Or, choose Layout from the mode pop-up menu at the bottom of the
document window.
Text: Use for titles, column headings, field
labels, instructions, and form letters

About layouts and reports
A FileMaker Pro layout displays the data in a database. The data you
see depends on the fields on the layout. Layouts are sometimes called
reports, especially when printed. Layouts determine the appearance
of data. They also organize your information for viewing or data
entry, reporting, or finding.
Use a layout to choose which fields to include on each screen or
report. You can have as many layouts as you need for a file (for
example, layouts for entering data, summary reporting, or printing
mailing labels). You can change a layout’s design without affecting
the data or other layouts for the file. When you change data in a field
(in Browse mode), the changes are reflected in that field if it’s on
other layouts of the database, since the data is the same no matter
where it’s displayed.

Buttons: Use to automate frequent tasks

Layout pop-up menu

Fields: Use for entering
and displaying data

Parts: Use headers, footers, the
body, and summaries to divide a
layout into special purpose areas

Mode pop-up menu

The page: The printer, print
or page setup, and layout
determine how information
looks on the printed page

6-2

FileMaker Pro User’s Guide

For more information about setting up layouts for web publishing,
see “Setting up browser views” on page 12-10.

You see the New Layout/Report assistant, a series of dialog boxes,
or panels, that assist you with creating the type of layout you choose
in the first panel.

Creating layouts and reports

3. In each assistant panel, follow the instructions to create the type of

Whenever you create a database file (without using one of the
template files shipped with FileMaker Pro), FileMaker Pro
automatically creates a Standard form layout and displays it in
Browse mode, ready for you to enter data.
You create additional layouts using the New Layout/Report
assistant, a wizard that guides you through creating the layout
according to options you choose. In addition to Standard form, there
are four other types of layouts and one view (Table view). Use these
different types for various purposes, like displaying a data entry
screen or printing a totaled sales report or mailing labels.
Important FileMaker Pro considers the selected printer, and print or
page setup information when it calculates margins and other
measurements on the layout. When you need to print something on
the page in a particular way, like a report that is wider than it is tall,
labels, envelopes, or data on preprinted forms, make sure you have
set these up before creating the layout. Printer and print settings
depend on the printer and system software you’re using. Refer to
your printer and system documentation for more information. Also
see the considerations sections starting on page 6-6.
Note You must have created the fields to include on a layout before
you begin the New Layout/Report assistant. See “About defining
database fields” on page 5-3.
To create a layout:
1. Choose View menu > Layout Mode.
2. Choose Layouts menu > New Layout/Report.

layout you chose in the first panel.
For a description of each of the layout types you can create with the
assistant, see the next section, “About layout types.”

Type a
descriptive name
Click a layout type,
then click Next to
proceed with the
assistant

The descriptive text and graphic change
when you click different layout types
To

Do this

Accept the settings in the panel and
continue to the next panel

Click Next

Accept the settings in the panel but go
back to the previous panel

Click Back

See an onscreen Help topic that
explains the choices in the current
panel

Click Help or press F1 (Windows) or
click
(Mac OS) or press 2-? or
the Help key on your keyboard

Windows: See pop-up Help about a
specific control in the current panel

Click the ? button in the upper-right
corner of the panel; then, with the ?
cursor, click the control

Close the assistant without saving any
of your choices

Cancel

Creating and managing layouts and reports

6-3

4. When you have completed the series of panels, click Finish to

Columnar list/report

create the layout.

Use a Columnar list/report layout when you want to view or print
multiple records in rows (a list of records). You can define many
variations of a Columnar list/report with the New Layout/Report
assistant. You can create a layout with simple rows and columns of
data or a complex report with data grouped by specified values with
subtotals and grand totals.

You can use the new layout right away, or further customize it using
the tools and commands in Layout mode (see “About working with
objects on a layout” on page 6-11, “About working with fields on a
layout” on page 6-15, and the next chapter, “Customizing layouts”).
Tip You can also duplicate an existing layout and customize the new
one to fit your needs.

About layout types
The following sections describe each of the layouts that you can
create with the New Layout/Report assistant.

A Columnar list/report layout contains the fields you select, in the
order you specify from left to right across the page, with field names
as column headings.
Simple columnar report layout

Standard form
A Standard form layout is a good choice for data entry or onscreen
browsing. It contains the fields you select, each on a separate line, in
the order you specify, with field labels to the left of the fields. In
Browse mode, you see one record, or form, at a time (unless you have
switched from View as Form).

Columnar report with grouped data

In the New Layout/Report assistant, you can choose to:

Field
labels

• Limit the number of fields across the layout to the width of the page
(defined by the page margins, page orientation, and printer). Fields
wrap to multiple lines.
• Group records by sorting. You can then subtotal, or subsummarize,
Fields you defined, in the order they
appear in the Define Fields dialog box

data in the groups (for example, group sales data by region, then
group subtotal sales for each region).

6-4

FileMaker Pro User’s Guide

• Add header and footer parts with static text (like your company’s
name), dynamic text (like the page number or current date), or a
graphic (like your company logo).

• Save information in a script to re-run the report (for example,
switch to the report layout, sort the data, and pause to let you preview
the report).
You can modify any of these options after you complete the
assistant.

Table view

Labels

Table view is not a type of layout; it’s a view of your data in a
spreadsheet-like grid format where you can quickly rearrange fields
in Browse mode. For example, you can quickly reorder, resize, or
sort columns (fields) with just a mouse click (if those options are set).
Table view is one of three views available for any layout in
FileMaker Pro. For more information, see “Viewing records” on
page 2-2 and “Setting up View as Form, View as List, and View as
Table” on page 6-10.

Use a Labels layout to arrange fields you select to print on one of the
predefined standard label sizes. (FileMaker Pro includes the
dimensions of a large number of standard label types.) If the label
type you want isn’t available, you can specify custom label
dimensions.

As with a Columnar list/report layout, a Table view contains the fields
you select, in the order you specify from left to right, with field
names as column headings.
Note Table view is similar to a simple Columnar list/report layout, but
there are differences. Table view is a more flexible arrangement of the
data because it can be enabled or disabled in Browse mode. It’s
useful when you want to let users make simple changes to how data
is displayed in Browse mode, or when you want to provide a
familiar, spreadsheet-like appearance to your data.

Creating and managing layouts and reports

Envelope
Use an Envelope layout to print the fields you select, arranged to print
on a standard “Number 10” business envelope.

6-5

• If your layout doesn’t turn out the way you expect it to, you can go
through the assistant again. Remember to delete the layout that you
no longer need (see “Working with, duplicating, deleting,
or renaming layouts” on page 6-8).
• In the New Layout/Report assistant, you can apply FileMaker Pro
layout themes to enhance the appearance of a layout or report and to
give all your layouts a consistent look. A theme affects
characteristics of the layout, including the background color, field
borders and fill, and text attributes in and outside of fields. A theme
does not control the placement or behavior of fields or objects. You
can apply themes only in the assistant.

• If you include a field on the layout from another database (a related
field), you should understand the concepts in chapter 12, “Working
with related files.” Also, see “Deciding where to place related fields”
on page 6-19.

• When you create a Table view and switch to Layout mode, you see
Blank layout
Use a Blank layout as the starting point for a layout that you create
entirely from scratch, for example, a complex data entry screen. You
add the fields you want on the layout in Layout mode.
Keep these points in mind:

• FileMaker Pro layouts are divided into layout parts, which are
areas on the layout that control how to display and print data, text,
and graphics. FileMaker Pro includes the body, header, and footer
parts as needed on a layout depending on the choices you make in the
New Layout/Report assistant. Columnar reports with grouped and
totaled data also have either subsummary or grand summary parts or
both. You have complete control over adding, removing, or
modifying layout parts after you complete the assistant. See “About
layout parts” on page 6-25.

a Standard form layout. Table view is not a layout type, it’s an
arrangement of data, like View as Form or View as List (on the View
menu in Browse mode). You can choose to view any layout in Table
view by choosing View menu > View as Table.

• If you’re designing a layout to be viewed on the Web using the
FileMaker Pro Web Companion, see “Setting up browser views” on
page 12-10.
Considerations when you create a Columnar list/
report layout
• If you are creating a report with grouped data, you should think
about how you want the report to look so you can more easily
proceed through the assistant. The assistant asks you to specify the
field or fields that you want to group the data by. If you are including
subtotals or grand totals, you should also think about what fields you
want to summarize and define those summary fields before you
begin the assistant. See “About defining database fields” on
page 5-3. (If necessary, you can also define the summary fields
within the assistant.)

6-6

FileMaker Pro User’s Guide

• A Columnar list/report layout arranges fields in columns. (For
information on arranging records in columns, for example, to print a
directory of names and addresses, see “Setting up to print records in
columns” on page 6-9.)
• If you plan on printing a Columnar list/report and the columns extend
beyond the width of a page, try one or more of the following:

• Reduce the field size or the font size for data in fields.
• Change the page orientation to horizontal (landscape). Or reduce
the scale at which you print to less than 100%. See “Preparing to
print wide layouts” on page 4-2.

• Create several layouts that show fewer columns, and then print
each layout separately.

• If you’re having trouble getting the results you want for a report
with grouped data, refer to the onscreen Help available for each
panel of the assistant. Also, see the troubleshooting section in the
FileMaker Pro onscreen Help: choose Help menu > Contents and
Index, click the Index tab, and type subsummary reports.
Considerations when you create a Labels layout
• In order to view a report with grouped data and totals, you must sort
by the break field and go to Preview mode. The New Layout/Report
assistant lets you create a script to do this.

• When you create a Columnar list/report layout, you have the choice
of saving a script that switches to the layout, sorts the records (if
specified), and pauses in Preview mode. The script is added to the
Scripts menu, where you can choose it to run the report in the future.
Verify that you’re viewing the found set that you want before
running the script. You can view or edit the script (for example, you
can add a Find script step) by choosing Scripts menu > ScriptMaker
(see “Changing scripts” on page 12-10).

When printing labels, you usually use either individual sheets of
labels, or a continuous-feed roll of labels (for dot matrix printers).
Because FileMaker Pro considers the selected printer and print or
page setup information when it calculates margins and other
measurements on the layout, you must verify these settings before
you create a Labels layout.
1. Choose the printer. See “Specifying a printer (Windows)” on
page 4-2 or “Specifying a printer (Mac OS)” on page 4-2.
2. Choose File menu > Print Setup (Windows), or File menu > Page
Setup (Mac OS).
3. In the setup dialog box:

• For individual sheets of labels, select the size of the label sheets
(usually US Letter in the U.S. and A4 elsewhere), then click OK.

Creating and managing layouts and reports

6-7

• For continuous-feed label paper, create a custom paper size equal

Considerations when you create an Envelope layout

to the height of one label. (Use a custom paper size to minimize the
back-and-forth movement of the printer platen and to save label
paper.) Specific instructions vary depending on the type of printer:

Because FileMaker Pro considers the selected printer and print or
page setup information when it calculates margins and other
measurements on the layout, you must verify these settings before
you create an Envelope layout.

Windows: Click Properties. If your printer supports creating a
custom paper size, you see in the Properties dialog box Paper tab, a
Custom icon for Paper size. Click Custom, and in the User-Defined
Size dialog box, type information from the following table, then
click OK. In the Properties dialog box, for Paper source, choose
Tractor, then click OK. In the Print Setup dialog box, click OK.
Mac OS: If the printer supports it, redefine a rarely used paper size.
First, for Paper, select a size. Then, in the Edit Paper Sizes area, type
information from the following table, then click Save. Select No Gaps
Between Pages, then click OK.
For

Type

Name

A descriptive name

Width

The width of the label stock

Length (Windows)
Height (Mac OS)

The height of one label

Note If you define a custom paper size for printing labels on a dot
matrix printer, this changes your default print or page setup
information. Make sure you reset these options before you print other
layouts. See “Preparing to print” on page 4-2.
Keep this point in mind:

• FileMaker Pro uses merge fields when you create a Labels layout.
You can’t enter or edit data using merge fields. Switch to Table view
(in Browse mode, choose View menu > View as Table) or use another
layout for that purpose. For more information about working with
merge fields, see “Placing merge fields” on page 6-18. For more
information about different views, see “Viewing records” on
page 2-2.

1. Choose the printer. See “Specifying a printer (Windows)” on
page 4-2 or “Specifying a printer (Mac OS)” on page 4-2.
2. Choose File menu > Print Setup (Windows), or File menu > Page
Setup (Mac OS).
3. In the setup dialog box, choose a letter size. Also, if you feed the

envelopes into the printer short-side first, choose a landscape
(horizontal) paper orientation.
4. Click OK.

After you create the layout, you might need to adjust the layout
depending on the way you insert envelopes into your printer (see
“Resizing layout parts” on page 6-30 and “Deleting layout parts” on
page 6-30).
If you

Do this

Manually feed envelopes
into a center-feed printer

Keep the header and adjust it, as necessary, to
match the printing to the envelope size.

Manually feed envelopes
into a left edge-feed printer

Keep the header and adjust it, as necessary, to
match the printing to the envelope size. (A good
rule of thumb for the header size is to subtract the
envelope height from 8.5 inches.)

Manually feed envelopes
Delete the header, and insert a footer. Adjust the
into a right edge-feed printer footer, as necessary, to match the printing to the
envelope size.

6-8

FileMaker Pro User’s Guide

Note FileMaker Pro uses merge fields when you create an Envelope
layout. You can’t enter or edit data using merge fields. Switch to
Table view (in Browse mode, choose View menu > View as Table) or
use another layout for that purpose. For more information about
working with merge fields, see “Placing merge fields” on page 6-18.
For more information about different views, see “Viewing records”
on page 2-2.

Working with, duplicating, deleting,
or renaming layouts
Once you’ve created more than one layout, use the layout pop-up
menu, or, in Layout mode, the book to easily switch between layouts.

To

In Layout mode, do this

Include or exclude
a layout in the
layout pop-up
menu in Browse,
Find, and Preview
modes

Choose Layouts menu > Set Layout Order, then click a
layout name. To include the layout, select Include in layouts
menu. To exclude the layout, clear this option. (You can
also click to the left of the layout name to select or clear
this option.)
You see a checkmark next to the name of a layout that’s
included in the layout pop-up menu.

Keep these points in mind:

• It’s good practice to duplicate a complex layout before you modify
it, because you can’t undo major changes or revert to a previously
saved version.

• A database must have at least one layout, so you can’t delete the
last one.
• Layout names do not have to be unique.
• In a multiuser database, only the host can reorder layouts, and only
when the database isn’t being shared (see “About sharing files on a
network” on page 12-1).
To

In Layout mode, do this

Duplicate a layout

From the layout pop-up menu, choose the layout to
duplicate, then choose Layouts menu > Duplicate Layout.
You see the duplicated layout, and FileMaker Pro adds its
name—with Copy appended—as the last choice in the
layout pop-up menu.

Delete a layout

Rename a layout

Reorder layouts in
the layout pop-up
menu

From the layout pop-up menu, choose the layout to delete.
Choose Layouts menu > Delete Layout, then click Delete in
the alert message. You can’t undo deleting a layout.
From the layout pop-up menu, choose the layout to
rename. Choose Layouts menu > Layout Setup and for
Layout Name, type a descriptive name, then click OK.
Choose Layouts menu > Set Layout Order. Position the
pointer over the layout name and drag the layout name to
a new position, then click OK.

• You can create, duplicate, or delete layouts using buttons on the
Standard toolbar (choose View menu > Toolbars > Standard). See
“Using toolbars” on page 1-5.
• You can’t copy an entire layout to another FileMaker Pro file, but
you can accomplish the same thing by saving a clone of the file. (See
“Saving files” on page 1-7.) You can also copy and paste fields and
layout objects to another file. (See “Copying, duplicating, and
deleting objects” on page 6-13.)
• All layouts are displayed in the layout pop-up menu in Layout
mode, whether Include in layouts menu is selected or not.
Setting up to print records in columns
You can choose to print (or preview) records in columns, for
example, for a directory of names and addresses. This is in contrast
to a Columnar list/report layout, which arranges fields in columns.

Creating and managing layouts and reports

When you set up records to print in columns, all the field values (and
labels, if specified) for one record are printed together in a block
(much like on a label), then all the values for the next record are
printed together, and so on. You see multiple columns only in Layout
and Preview modes and when you print (not in Browse mode or Find
mode).
You can choose to arrange columns across the page or down the
page.

1

5

1

2

2

6

3

4

3

7

5

6

4

8

7

8

Down first

6-9

4. In the Layout Setup dialog box, General tab, select Print in 

columns, select options for the columns, then click OK.
To

Do this

Specify the number of
columns

For Print in  columns, type a number
between 1 and 99.

Arrange records to flow
Select Across first.
across the page first (left to Use this option for reports like labels, to use the
right a row at a time)
fewest number of rows and preserve label stock.
Arrange records to flow
Select Down first.
down the page first (top to Use this option for reports like directories, where
bottom a column at a time) you read from top to bottom, column by column.

5. On the layout, you see vertical lines indicating columns. Arrange
fields and other layout objects so they are contained in the sample
column on the left.
Sample column

Across first

To set up columns in a layout:
Manually resize column
widths by dragging

1. Choose a printer and print or page setup options.

FileMaker Pro considers the selected printer, and print or page setup
information when it calculates margins and other measurements on
the layout. See “Specifying a printer (Windows)” on page 4-2 or
“Specifying a printer (Mac OS)” on page 4-2.
2. In Layout mode, create a layout or choose a layout from the layout

pop-up menu.
It’s easiest to start with a Blank layout or a layout with no objects in
the body part.
3. Choose Layouts menu > Layout Setup.

To

Do this

Interactively adjust the Drag the right column boundary (the vertical dashed
width of the columns line at the right edge of the sample column). If you
widen the column, you see a medium-gray area that
indicates a “gutter” area that won’t print.
Precisely measure and Choose View menu > Object Size. Position the pointer
adjust the width of the over the right column boundary and hold down the
columns
mouse button (be careful not to drag the column
width). The column width is the second-to-last field
in the Size palette.

6-10

FileMaker Pro User’s Guide

Note Use merge fields or fields or objects with sliding enabled to fit
more data into the width of a column. With either of these two
features, fields can extend into the gray area of the second column,
and blank space in fields is eliminated when you view or print data.
See “Placing merge fields” on page 6-18 and “About removing blank
space from printed data” on page 7-22.

3. In the Layout Setup dialog box, click the Views tab, then select one

or more views.
When
you select

This menu command is enabled
in Browse and Find modes

Form View

View menu > View as Form

List View

View menu > View as List

If you change the number of columns, FileMaker Pro adjusts the
width of the columns to fit within the width of the paper size you
have defined, not including fixed margins. You may need to readjust
fields to fit within the sample column.

Table View

View menu > View as Table

Keep these points in mind:

4. Select Table View to see the Table View Properties dialog box.

Unless you change the default settings, FileMaker Pro enables all
views.

• When you select Down first, FileMaker Pro prints subsummary parts
the width of the column. If you’ve specified that a page break comes
after the subsummary part, FileMaker Pro starts a new column (not a
new page). With Across first, subsummary parts print the width of the
page, and the specified page break starts a new page. (See “Defining
page breaks and numbering” on page 6-29.)

• For information about other options in the Layout Setup dialog
box, see the next section and “Specifying page margins” on
page 7-21.

Setting up View as Form, View as List, and View as Table
FileMaker Pro provides three different views of each layout: form,
list, and table. When you change views, you change the way records
display or print. For more information about the differences between
views and how to use them, see “Viewing records” on page 2-2.
In Layout mode, you can specify which views are available in other
modes.
1. Choose the layout you want to work with from the layout pop-up
menu.
2. Choose Layouts menu > Layout Setup.

Specify table grid settings
Specify whether FileMaker Pro
displays the header or footer part
Specify whether FileMaker Pro
displays column headers and
how they behave
Specify a custom row height
(all rows are the same height)

For more complete information about table view properties, see the
FileMaker Pro onscreen Help. Choose Help menu > Contents and
Index, click the Index tab, and type View as Table command.
5. Click OK.

Creating and managing layouts and reports

Keep these points in mind:

• FileMaker Pro doesn’t display subsummary layout parts when you

6-11

In Browse mode, objects look the same from record to record, while
field data changes to show the data in your database.

specify View as List in Browse mode or Find mode. You see
subsummary parts and subsummary data calculated correctly only in
Preview mode or in a printed report (see “Viewing or printing
subsummary or grand summary data” on page 6-28). FileMaker Pro
also doesn’t display or print subsummary or grand summary parts
when you specify View as Table in any mode.

• To change the background color or pattern of the table, make sure
the fields are transparent, then change the color or pattern of the body
part (see “Adding or changing layout parts” on page 6-27). The
column headers pick up their font attributes (except the font color,
which is always black) from the first field in the tab order (see
“Setting the tab order for data entry” on page 7-8). You can’t modify
the background of the column headers.

• If Include column headers is selected, users can resize columns or
sort by a column’s values (as long as they have the appropriate
access privileges) even if Resizable columns and Sort data when
selecting column are cleared by right-clicking (Windows) or Controlclicking (Mac OS) the column header and choosing the appropriate
command from the context menu. See “Viewing records” on
page 2-2.

Working with the layout tools
For each type of object you work with, you use specific tools from
the tool panel or one of the toolbars (choose View menu > Toolbars).
Toolbars

About working with objects on a layout
An object is a discrete element—a field, text, a graphic object (such
as an oval or imported picture), a button, or a portal (for displaying
rows of related records)—that you can select, move, resize, delete,
copy, format, and otherwise change. Place objects on a layout to
enhance its design.
For example, add the Client name and Line Item fields to a layout to
display data from those fields. Add the title “Invoice,” or emphasize
a group of fields by enclosing them in a rectangle to make the layout
easier to understand.

Selection tool

Tool panel in Layout mode

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FileMaker Pro User’s Guide

Note If you don’t see the tool panel at the left side of the document
window, the status area might be hidden. Make sure you’re in Layout
mode (choose View menu > Layout Mode), then click the status area
at the bottom-left corner of the document window.
control
For more information about

See

Adding text to a layout

“Adding text to a layout” on page 7-10

Drawing lines and shapes on a layout “Drawing lines and shapes” on
page 7-14
Adding a button that runs a script

“Using buttons with scripts” on
page 12-12

Adding a portal to a layout (a portal
displays data from related fields in
rows, one record per row)

“Creating and formatting portals to hold
related fields” on page 6-20

Placing fields on a layout

“Placing and removing fields on a
layout” on page 6-16

Adding parts to a layout

“Adding or changing layout parts” on
page 6-27

Note If an object’s selection handles are gray instead of black, the
object is locked (see “Protecting objects from change” on
page 6-15).
To select

In Layout mode, do this

One object

With the arrow pointer, click the object. (If the object is
transparent, click its border.)

Several objects at
once

Drag the arrow pointer to make a selection box that
completely surrounds the objects. (If you press Ctrl
(Windows) or 2 (Mac OS) while dragging, the selection
box does not have to completely surround the objects.)
Or, press Shift as you click objects.

Using the fill, pen, and object effects “Setting color, pattern, line width, and
palettes
object effects” on page 7-14

All objects on the
layout

All objects of the
Click the tool for the type of object to select, then choose
same type (for
Edit menu > Select All. Or select an object, then click the
example, all text or Select Objects by Type button in the Arrange toolbar.
all rectangles)
except buttons,
fields, and portals
All fields

With the arrow pointer, click a field, press Shift
(Windows) or Option (Mac OS), and choose Edit menu >
Select All. Or select a field, then click the Select Objects by
Type button in the Arrange toolbar.

A portal

With the arrow pointer, click the border of the portal, or
any other area within the portal that doesn’t contain a field
or object.

Deselect selected
objects

Click a blank area of the layout or any tool in the tool
panel. Or, press Shift and click selected objects.

Selecting objects
To work with an object on a layout, you must select it in Layout
mode first. When an object is selected, you see small black squares,
or handles, at the corners of the selected object.
Handles appear at the
corners of a selected object

Choose Edit menu > Select All.

Keep these points in mind:
To select an object, first click the selection tool
The pointer becomes an arrow pointer.

in the tool panel.

• For information about selecting, editing, and working with text, see
“About working with text” on page 2-13 and “Adding text to a
layout” on page 7-10.

Creating and managing layouts and reports

6-13

• If multiple objects are grouped, you can’t move an individual

Keep these points in mind:

object within the group until you ungroup the objects. Select the
grouped object, then choose Arrange menu > Ungroup (see “Grouping
and ungrouping objects” on page 7-17).

• If the other application supports it, you can quickly bring objects
from that application into FileMaker Pro by dragging the object from
the other application’s window onto the FileMaker Pro layout. You
can also drag objects from a layout to another application or to the
Windows or Finder desktop. For more information about enabling
and using drag and drop, see the FileMaker Pro onscreen Help.
Choose Help menu > Contents and Index, click the Index tab, and type
drag and drop.

• You can layer objects on a layout. If you can’t see an object on a
layout, you might need to send other objects backwards in the
stacking order. Select the object or objects in front, then choose
Arrange menu > Send to Back (see “Moving objects forward or
backward on a layout” on page 7-18).

• You can use buttons on the Arrange toolbar to work with objects
(choose View menu > Toolbars > Arrange). See “Using toolbars” on
page 1-5.

• To switch between the selection tool and another tool, press
Ctrl + Enter or Enter on the numeric keypad (Windows) or press
Enter (Mac OS).

Copying, duplicating, and deleting objects
In Layout mode, you can cut or copy and then paste graphic objects
and text, fields (including related fields), buttons, and portals. You
can also cut, copy, and paste field data in Browse and Find modes
(see “Copying and moving data in records” on page 2-8).
To

Select the object, then do this

Copy (or cut) an object,
then paste it onto the
same or another layout,
or into another database
file

Choose Edit menu > Copy (or Cut). Click with the
arrow pointer where you want the object centered,
then choose Edit menu > Paste.
See the following notes for more complete
information.

Duplicate an object

Choose Edit menu > Duplicate.
Or, press Ctrl (Windows) or Option (Mac OS) as you
drag.

Delete an object without Choose Edit menu > Clear.
replacing what’s on the Or, press Backspace or Delete.
Clipboard

• You can copy and duplicate locked objects, but you can’t cut or
delete them.
• When copying a field to another layout in the same database file,
FileMaker Pro copies the field characteristics (like size, borders, and
text styles) and the field definition (like type, field options, and, if the
field is a related field, relationship). When copying a field to a layout
in a different database file, FileMaker Pro looks for a matching field
name in the file that you’re copying to. If a matching name is found,
the pasted field adopts the matching field’s definition. If a match is
not found, only the field characteristics are pasted. See “About
defining database fields” on page 5-3.

• When copying a portal to another layout in the same database file,
FileMaker Pro copies the portal characteristics (like size, borders,
and fill styles) and the relationship. When copying a portal to a
layout in a different database file, FileMaker Pro looks for a
matching relationship in the file that you’re copying to. If a matching
relationship is found, the pasted portal adopts the relationship’s
definition. If a match is not found, only the portal characteristics are
pasted and the relationship is undefined. FileMaker Pro doesn’t copy
and paste fields and objects within a portal unless you select them as
well as the portal. See “Creating and formatting portals to hold
related fields” on page 6-20.
• For complete information about copying and pasting OLE objects,
see the FileMaker Pro onscreen Help. Choose Help menu > Contents
and Index, click the Index tab, and type OLE objects,editing.
Then double-click Copying and pasting OLE objects.

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FileMaker Pro User’s Guide

• Use the Duplicate command to create a series of equally spaced
identical objects. After choosing Edit menu > Duplicate, immediately
drag the new object to the position you want (without deselecting it).
Choose Duplicate again: the new copy appears in the same position
relative to the first copy as the first copy is to the original object.

• For information about selecting, editing, and working with text, see
“About working with text” on page 2-13.

Moving objects on a layout

• To move a portal and the related fields and objects within it, select
the portal by clicking its border and the objects within it.
• Fields and portals behave differently depending on whether they’re
in the body part, a subsummary part, or a header or footer part. See
“About layout types” on page 6-3.
• When you’re moving objects, remember that you can group, layer,
and align objects to help you achieve the results you want. You can
also rotate objects. See “Arranging objects” on page 7-17.

To move objects, in Layout mode, click the selection tool in the tool
panel, select one or more objects, and drag them to the new position.
When you move fields or text, text baselines extend horizontally
from the object to help you align it with other objects.

Changing an object’s shape and size

To

Do this

1. In Layout mode, click the selection tool in the tool panel, and then

Move the selection one pixel

Press Right Arrow, Left Arrow, Up Arrow,
or Down Arrow.

select one or more objects.

Limit movement to either a
horizontal or vertical direction

Press Shift as you drag the selection.

2. Drag one of the selection handles to change the object’s shape and size.

Precisely move the selection

Use the graphic rulers, T-squares, object
grids, and Size palette (see “Using tools to
precisely position objects” on page 7-19).

Override the Object Grids when
moving a selection

Press Alt (Windows) or 2 (Mac OS) as you
drag the selection.

Position the selection beyond the Drag the object to the edge of the document
boundaries of the document
window. FileMaker Pro scrolls in that
window
direction.

Once you’ve drawn a line or a shape on a layout, you can reshape or
resize it. You can also reshape or resize fields, portals, graphics,
movies, and text blocks.

See “Selecting objects” on page 6-12.

To

1
1
1
1

Keep these points in mind:

• For more information about selecting one or more objects, see
“Selecting objects” on page 6-12.

• To more easily move multiple objects, group them first. (See
“Grouping and ungrouping objects” on page 7-17.)

Do this

Change only the height or width of a twodimensional object (for example, fields,
rectangles, ovals, fields, or imported
graphics)
Constrain a line to horizontal or vertical

Press Shift as you drag a
handle.

Force the height and width of a twodimensional object to be equal (for
example, a rectangle becomes a square, or
an oval becomes a circle)
Constrain the direction you drag to 45degree increments when you resize a line

Press Ctrl (Windows) or
Option (Mac OS) as you drag a
handle.

Precisely resize the selection

Use the graphic rulers,
T-squares, object grids, and
Size palette (see “Using tools
to precisely position objects”
on page 7-19).

Creating and managing layouts and reports

To

Do this

Override the object grids when dragging a
handle

Press Alt (Windows) or
2 (Mac OS) as you drag a
handle.

Keep these points in mind:

6-15

Fields on a layout are objects, which you can select, move, resize,
and reshape (see the previous sections). In Layout mode, each field
displays its field name, formatted with its attributes for font, size,
style, alignment, line spacing, and color. All fields except container
fields display text baselines to indicate where the data appears in
Browse mode and to help you align fields with each other.

• Resizing the first repetition of a repeating field resizes all

Field label

repetitions.

Text baseline

• Resizing a grouped object resizes all the objects in the group. See
“Grouping and ungrouping objects” on page 7-17.

Fields display
field names

Protecting objects from change
Prevent objects from being changed, edited, moved, or deleted from
the layout by locking them. Locking a field in Layout mode does not
prevent changes to the information in Browse mode.
To lock objects on a layout, in Layout mode, select the objects, then
choose Arrange menu > Lock. A locked object’s handles are gray
instead of black.
To unlock objects, select the locked objects, and then choose Arrange
menu > Unlock.
Note When you copy or duplicate a locked object, the copy isn’t
locked. When you group objects that include a locked object, the
grouped object is locked. Locking doesn’t prevent changes to the
stacking order.

Field tool

Keep these points in mind:

• A field that doesn’t appear on a layout still exists in the database,
and its data can be used in calculations and summaries.
• To control the formatting for data in a field (text formatting,
formats for number, date, time, and container fields) as well as how
the field looks (fill and border settings, scroll bars, and so on), choose
field formatting options with no fields selected. FileMaker Pro
applies these formats to all fields added later. You can also specify
formatting options individually for each field. See “Formatting field
data on a layout” on page 6-21 and “Customizing fields on a layout”
on page 7-1.

Placing and removing ﬁelds on a layout

About working with fields on a layout
After you create a layout, you can place new fields on it, remove
fields you don’t want displayed, and determine the format in which
you want data displayed. (To prevent fields that you define from
being automatically placed on the current layout, see “Setting layout
preferences” on page 12-2.)

You can place a field anywhere on any layout, as many times as you
want. (You can place only fields that you’ve defined. See “About
defining database fields” on page 5-3).

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FileMaker Pro User’s Guide

You get different results by placing the same field in different
locations on the layout. For example:

Field tool

• Add the same summary field to a subsummary part to calculate
totals for each group of sorted records, and to a grand summary part
to get totals for all the records in the database.

The field’s border and
baselines appear as you drag
the fields onto the layout

3. In the Specify Field dialog box, select the field to place.

• Add a field to the header or footer part to repeat data from the first
record or the last record on the page as a header or footer. (For
example, add a Last Name field to the header in a directory.)

• Add the same related field directly on a layout to see the field’s
value in the first related record, or inside a portal to see values from
more than one related record. (For more information about setting up
a relational database and definitions of relational database
terminology, see chapter 12, “Working with related files.”)
Note If you are working with multiple related database files (a relational
database), you can display related fields on the layout. You can place
related fields directly on the layout or in a portal (a layout object that
displays data from all related records in the related file that match the
criteria of the relationship). Before you place a related field on your
layout, see “Deciding where to place related fields” on page 6-19 and
“Creating and formatting portals to hold related fields” on page 6-20.
To place a field on a layout:
1. In Layout mode, choose the layout you want to work on from the

layout pop-up menu.
2. Drag a field from the Field tool to the position you want on the

layout.
As you drag the field onto the layout, you see a border and text
baselines to help you align the field with other objects on the layout.
Release the mouse button when the field is where you want it.
Note If you’re placing a related field in a portal, position it in the first
row of the portal. Make sure all the related fields use the same
relationship as the portal. (A related field that uses a different
relationship displays only one occurrence of the data.)

To place a related field,
choose a relationship name,
then choose a related field
Select the field to add

Select to use the field
name as the field label

To choose a related field, choose the relationship to use from the
relationship list above the list of fields. Or choose Define Relationships
to create a relationship (see “Defining relationships for relational
databases and lookups” on page 12-10). Then select a related field
from the field list.
4. Select Create field label to include the field name as text on the
layout.
5. Click OK.

You see the field name in the field on the layout unless you have
chosen to display sample data (View menu > Show > Sample Data).
To replace a field with another, in Layout mode, double-click the
field, then select another field name in the Specify Field dialog box
and click OK. If you created a field label when you placed the original
field, that text must be changed to reflect the new field name.

Creating and managing layouts and reports

To remove a field from a layout, in Layout mode, click the field to
select it, then press Backspace or Delete, or choose Edit menu > Clear.
Removing a field from a layout does not delete the field or its data
from your database. (To delete a field and its data, see “Deleting field
definitions and data” on page 5-12.)
Keep these points in mind:

• If you include field labels when you place a field and you then
rename the field in the Define Fields dialog box, the field label
changes to match the new field name on each layout where the field
label appears.

6-17

• In general, you work with related fields (for example, selecting,
resizing, formatting, customizing, and removing) in the same way
that you work with non-related fields. When you place a related field
on a layout, you need to know whether it should be located on the
layout or in a portal (see “Deciding where to place related fields” on
page 6-19).
• In Layout mode, the field name displayed within the field on the
layout appears as ::Field Name for related fields.

• You can make data entry for a field easier and more consistent by
defining a value list, associating it with the field, then formatting the
field as a pop-up menu, pop-up list, checkboxes, or radio buttons.
See “Defining a list of values for data entry” on page 7-3.

• When you include a related field on a layout (not in a portal) and
there is more than one related record, you see only the value from the
first related record. (The order of the related records depends on
whether a sort order was specified when the relationship was
created.) See “Deciding where to place related fields” on page 6-19
and “Defining relationships for relational databases and lookups” on
page 12-10.

• To have FileMaker Pro insert field data into a line or block of text,
use merge fields (see the next section, “Placing merge fields”).

Placing merge fields

• To “close up” space between fields and other layout objects, omit
empty repetitions of repeating fields or empty portal rows, or reduce
the size of an enclosing layout part, specify sliding options. (See
“About removing blank space from printed data” on page 7-22.)

• To put a static image (like a logo or graphic embellishment) on a
layout so it appears in every record, create, paste, or import the
graphic directly onto the layout instead of using a container field. See
“Inserting graphics onto a layout” on page 7-16.

• Instead of placing fields, you can copy fields from other layouts
and other databases. See “Copying, duplicating, and deleting
objects” on page 6-13.
Keep these points about related fields in mind:

• Before placing related fields on a layout, you should understand the
concepts in chapter 12, “Working with related files.”

Use a merge field—placeholder text in Layout mode that is replaced
by the field’s value when you browse, preview, or print the layout—
for documents like form letters, labels, envelopes, or contracts.
Merge fields shrink or expand to fit the amount of text in the field for
each record. (This behavior includes collapsing an entire line, such
as an empty Address Line 2 field, if the field is by itself on a line and
the field contains no data.)
For example, when the merge field <> is between the
text Dear and :, (in other words, Dear <>:) FileMaker Pro
displays Dear Charles: in Browse mode or Preview mode if the First
Name field contains Charles.
FileMaker Pro uses merge fields to create Labels and Envelope
layouts.
Note You can’t edit or enter values into a merge field.

6-18

FileMaker Pro User’s Guide

To place a merge field on a layout:

• You can insert a merge field by typing the field name, surrounded

1. In Layout mode, click with the arrow pointer where you want

by the << and >> symbols, directly on the layout. Note that the merge
field characters are not single characters (« and »), but double
opening (<<) and closing (>>) angle brackets.

FileMaker Pro to place the merge field.
To insert the merge field into a line of text, click the text tool (in the
tool panel), then click where you want to set the insertion point in the
text.
2. Choose Insert menu > Merge Field.
3. In the Specify Field dialog box, select the field to insert.
To insert a related field,
choose a relationship name,
then choose a related field
Select the field to add

• To specify text attributes to be used when you browse, preview, or
print the field data in a merge field, select the merge field name and
the << and >> symbols in Layout mode, then select formatting
options. To specify data formatting options (number, date, or time as
appropriate for the field type), click the selection tool, then click the
merge field. Then select formatting options (see “Formatting field
data on a layout” on page 6-21).

• A merge field displays and prints only as much text in Browse
mode or Preview mode as will fit within the text boundaries you
define for it (and any surrounding text) in Layout mode. If necessary,
enlarge the text boundaries of the merge field to display as much data
as you want.

Deciding where to place related ﬁelds
To choose a related field, choose the relationship to use from the
relationship list above the list of fields. Or choose Define Relationships
to create a relationship (see “Defining relationships for relational
databases and lookups” on page 12-10). Then select a related field
from the field list.
4. Click OK.

You see the field name enclosed by double opening (<<) and closing
(>>) angle brackets on the layout.

You can place related fields directly on layouts or in portals. For
more information about relational database terminology, see
“Relational database terminology” on page 12-2.

• Place related fields directly on a layout to display data from the first
related record in the related file, even when there are more than one
related records that match the criteria of the relationship. (The first
related record that’s displayed depends on whether the related
records are sorted. For more information, see “Defining relationships
for relational databases and lookups” on page 12-10.)

• Place related fields within a portal on a layout to display data from
To remove a merge field, select the field name along with the << and
>> symbols, then press Backspace or Delete.
Keep these points in mind:

• Insert punctuation and spaces between merge fields as needed on
the layout. Be careful not to type extra characters inside the
<< and >> symbols.

all related records in the related file that match the criteria of the
relationship.

Creating and managing layouts and reports

6-19

For example, you might do the following on an Invoice layout in an
Invoices database:

• Place related fields on the invoice that displays data from the
Clients database, such as the client’s identification number and
contact information. (The match field is Client ID.) There is only one
record in the Clients database for each Client ID, so each related field
on the invoice displays the data for that client.

Related fields
directly on a layout

• Place a related field on the invoice that displays the most recent

Related fields
in a portal

value from the Order Date field in the Order History database.
(Again, the match field is Client ID.) If the client has placed more
than one order, there are multiple records in Order History that match
this client’s Client ID. By defining a sort order on the Order Date
field when you define the relationship, the most recent date displays
in the related field when it’s placed directly on the layout (not in a
portal).

Related fields in Layout mode

• Place related fields on the invoice that display data about each
ordered item, such as Product ID, Product Name, Unit Price, and so
on. (The match field is Order ID.) Since in most cases there is more
than one product on the invoice (you’re displaying more than one
related record), you create a portal to hold the related fields. Each
row of the portal displays one related record with the related fields
you select from the Line Item database.

Data from one
related record

Data from all
related records
Related fields in Browse mode

Creating and formatting portals to hold related fields
Note Before you begin, be sure you want to place related fields in a
portal (see the previous section, “Deciding where to place related
fields”).
1. In Layout mode, select the Portal tool in the tool panel.

Tool panel
Portal tool

6-20

FileMaker Pro User’s Guide

2. Position the crosshair pointer on the layout where you want the
portal to begin, then drag the pointer diagonally until the portal is the
size you want.
3. In the Portal Setup dialog box, for Show records from, choose the

relationship to use. Or choose Define Relationships to create a
relationship (see “Defining relationships for relational
databases and lookups” on page 12-10).

To delete a portal, with the arrow pointer, select the portal, then press
Backspace or Delete, or choose Edit menu > Clear. If the portal
contains related fields or objects, deleting the portal doesn’t remove
the contained objects. Nor does deleting the portal delete the
relationship defined for the portal.
To resize a portal row:
1. Select the portal.

4. Select options for the portal.

You see selection handles at each corner of the first portal row.
Select to allow related
records to be deleted
(from the related file) in
Browse mode

Select the relationship to
use, or define a new one

Select portal options

2. Drag a selection handle.

The first row resizes and each other row resizes to match the first
row.
Keep these points in mind:

• To sort the related records in a portal, you must specify a sort order
in the relationship definition. See “Defining relationships for
relational databases and lookups” on page 12-10.
For more complete information about portal options, see the
FileMaker Pro onscreen Help. Choose Help menu > Contents and
Index, click the Index tab, and type portals,formatting.
First portal row
Portal
Relationship
for the portal

5. Click OK.

• In most cases, you should enable Show vertical scroll bar in the
Portal Setup dialog box. If you don’t and there are more related
records than will fit in the number of portal rows you’ve defined, you
won’t be able to see all the related records or enter new related
records.

• For information about creating new related records from the
current file or deleting related records when you delete a record in the
current file, see “Defining relationships for relational
databases and lookups” on page 12-10.

6. Place related fields in the portal. (See “Placing and removing
fields on a layout” on page 6-16.)

• You can display objects other than fields in portals. An object is in

To select a portal, with the arrow pointer, click the border of the
portal, or any other area within the portal that doesn’t contain a field
or object.

• A portal can’t contain another portal. If you place a portal in a
portal, the portals overlap.

a portal if its upper-left corner is inside the portal. An object placed
in the first row of a portal is displayed once for each related record.

Creating and managing layouts and reports

• To change the number of rows, the color or pattern of alternating
rows, or whether a scroll bar appears in a portal, double-click the
portal. In the Portal Setup dialog box, change formatting options,
then click OK.

• For information about working with portals in databases published
on the Web using the FileMaker Pro Web Companion, choose Help
menu > Contents and Index, click the Index tab, and type layouts,on
Web.

Formatting ﬁeld data on a layout
Use FileMaker Pro field formats to control how data appears on a
layout. The formats you specify don’t change the data as it’s stored
in the database, and you can specify different formats each time you
place a field on a layout (whether it’s on the same layout or a
different layout). For example, if you enter –5123 into a number
field, you can format it in one place to display as –$5,123.00 and in
another place as <5123>.
FileMaker Pro applies field formatting in the following precedence:

• If you don’t specify formats, FileMaker Pro displays numbers,
dates, and times based on the system formats set in Regional Settings
in the Control Panel (Windows) or Numbers and Date & Time control
panels (Mac OS) when the file was created.

• In FileMaker Pro, you can specify display formats for text, number,
date, time, or container fields with no objects selected. FileMaker
Pro applies these default formats to fields you place on layouts later.
For number, date, and time fields, these display formats override the
system formats.
• Once you place fields, you can select one or more fields and specify
formats.
See the following sections for information on setting default and
individual field formats.

6-21

Note You can work with files that are created with different system
formats for numbers, dates, and times (for example, if you’re in the
United States and you’re opening a database created in Australia).
You have the choice of viewing and entering data either in the
formats that the database was created with, or with your current
system settings. To use the current system settings, in Browse mode,
verify that Use System Formats is checked in the Format menu. (You
see this command only if you’re working in a database that was
created with different system formats.) This change in format affects
how data is displayed in number, date, or time fields when users edit
the data in Browse mode or Find mode, or when you select Leave data
formatted as entered in Layout mode. For more information, see the
FileMaker Pro Help. Choose Help menu > Contents and Index, click
the Index tab, and type system formats.
Keep these points in mind:

• You can set specific formats for number, date, and time fields, but
users can still enter data with extraneous characters (like “per
pound”). To explicitly control the type of data users enter in a field,
specify validation options (see “About defining database fields” on
page 5-3).

• If no fields are selected and you specify field formatting (text,
number, date, time, or graphic), you set default field formats for that
field and all fields of that type that you add later. Similarly, if you’ve
just created a field and it’s still selected, and you specify field
formatting, you set default field formats. If you change these default
formats later, FileMaker Pro does not retroactively change
previously applied formats.
• To quickly display the format dialog box for the type of field
you’re working with, press Alt (Windows) or Option (Mac OS) as
you double-click the field. Or, right-click (Windows) or Controlclick (Mac OS) the field and choose a command from the context
menu.

6-22

FileMaker Pro User’s Guide

• In Layout mode, to set default field attributes from the attributes of

Keep these points in mind:

an existing field (for example, to specify that all new text fields you
place have text attributes that match an existing field or all new
number fields you place have number formats that match an existing
field), Ctrl-click (Window) or 2-click (Mac OS) the existing field.

• You can also format text (not in a field) on a layout. See

Specifying text formats for fields
In Layout mode, you can specify a set of text character attributes for
each type of field. All the characters in that instance of the field
(including all repetitions of repeating fields) share the same font,
size, style, color, line spacing, tab, and paragraph settings.
Note You can format characters in text fields in Browse mode (for
example, italicize or underline a word for emphasis). Unlike text
formatting specified in Layout mode, this formatting is stored with
the data, and you see it in any layout that displays that field.

“Formatting text” on page 7-12.

• Use the Text Formatting toolbar (choose View menu > Toolbars >
Text Formatting) or context menus for quick access to many text
attributes. See “Using toolbars” on page 1-5 and “Using context
menus” on page 1-5.

Specifying formats for fields containing numbers
You can control how FileMaker Pro displays the values in number
fields, calculation fields with numeric results, summary fields, and
global fields defined as Number.
1. In Layout mode, select one or more fields that display numeric
values.
2. Choose Format menu > Number.

1. In Layout mode, select one or more fields, then choose Format

menu > Text.
If no fields are selected or you’ve just placed a field and it’s still
selected, you will set text formats for that field and for fields you
place later.

3. In the Number Format dialog box, select the formats you want to
use.

You see examples of the options you choose in the Sample area.

2. In the Text Format dialog box, select options, then click OK.
Choose options
for Boolean or
decimal numbers
Choose text
attributes
Select one or
more styles

For more complete information, see “Formatting text” on page 7-12.

Define the symbols
for thousands and
decimal separators

Set options
for negative
values
Specify font, style, size, line
spacing, alignment, and color

Creating and managing layouts and reports

For more complete information about specifying number formats,
see the FileMaker Pro onscreen Help. Choose Help menu > Contents
and Index, click the Index tab, and type number fields.
4. Click OK.

Keep these points in mind:

• If you specify General format and the field value is a number with
10 or more digits, FileMaker Pro displays the number using scientific
notation, or rounds the number, or both, if necessary, to fit within the
10-character maximum for the default field boundaries. When a
number is expressed in scientific notation, you see a decimal number
expressed as a power of 10, for example, 123,456,789,000 would
be displayed as 1.2346E+11 (or 1.2346 x 1011). If the field value is a
number of fewer than 10 digits, specifying General format produces
the same result as specifying Leave data formatted as entered.

• If FileMaker Pro displays a number in a field as a ? try enlarging
the field boundaries in Layout mode to see the entire value. (When
you print a layout with a field that is displaying a ?, FileMaker Pro
prints as many digits as will fit within the field boundaries and
truncates the other digits.)
• Numbers formatted as decimals are rounded when the number of
decimal digits exceeds the specified fixed number of decimal digits.
(For example, if you enter 789.78 and you specify 3 fixed digits, you
see 789.780 in the field; if you specify 0 fixed digits, you see 790; if
you specify -2 fixed digits, you see 800.) However, FileMaker Pro
stores and uses the unrounded number (up to 15 digits) for
calculations and summaries.

• Only numbers are displayed and printed in a number field
formatted as decimal (except for separators and notations specified
in the Number Format dialog box). To display text and symbols (for
example, @1.98 per pound) in a number field, select Leave data
formatted as entered. If you use the field in a calculation or summary,
only the numeric value is used.

6-23

Specifying formats for date fields
You can control how FileMaker Pro displays the values in date
fields, calculation fields with date results, and global fields defined
as Date.
Note To avoid confusion when using dates in fields, always use
four-digit years. For more information on how FileMaker Pro
handles Year 2000 issues, see www.filemaker.com.
1. In Layout mode, select one or more date fields, calculation fields
with a date result, or global fields defined as Date.
2. Choose Format menu > Date.
3. In the Date Format dialog box, select the formats you want to use.

You see examples of the options you choose in the Sample area.

Choose to display
numbers either as entered,
in a predetermined format,
or in a format you specify

Choose options
for day, month,
date, year, and
separator
characters

Set font, style, size,
color, line spacing,
and alignment

For more complete information about specifying date formats, see
the FileMaker Pro onscreen Help. Choose Help menu > Contents and
Index, click the Index tab, and type date fields.
4. Click OK.

Keep these points in mind:

• No matter how you format a date field in Layout mode, whenever
you click or tab into the field in Browse mode, FileMaker Pro
displays the date with a 4-digit year.

6-24

FileMaker Pro User’s Guide

• If you specify Leave date formatted as entered but a year is entered
with only two digits, FileMaker Pro stores, displays, and prints the
year with four digits to include the century.
• Be sure to size the date field on the layout according to the format
you choose. For example, the date Wednesday, May 5, 2002 needs
more room than 5/5/02.

• Use any of the date formatting options to format the date symbol,
“//” (two slashes), which displays the current date. In Layout mode,
select the symbol, then choose Format menu > Date. See “Inserting
the page number, date, or other variable onto a layout” on page 7-11.

Specifying formats for time fields
You can control how FileMaker Pro displays time values in fields.

Note Use any of the time formatting options to format the time
symbol, “::” (two colons), which displays the current time. In Layout
mode, select the symbol, then choose Format menu > Time. See
“Inserting the page number, date, or other variable onto a layout” on
page 7-11.

Specifying formats for fields containing graphics
You can control how FileMaker Pro displays images in container
fields.
Note The following instructions also apply to formatting graphic
objects that you insert onto a layout. (See “Inserting graphics onto a
layout” on page 7-16.)

1. In Layout mode, select one or more time fields, calculation fields

1. In Layout mode, select one or more container fields or inserted
graphics.

with a time result, or global fields defined as Time.

2. Choose Format menu > Graphic.

2. Choose Format menu > Time.

3. In the Graphic Format dialog box, select the formats you want to use.

3. In the Time Format dialog box, select the formats you want to use.

You see examples of the options you choose in the Sample area.

You see examples of the options you choose in the Sample area.
Choose how to fit the
graphic in the frame
Choose how to align
the graphic horizontally
Choose to display times
either as entered or in a
format you specify

Set font, style, size, color,
line spacing, and alignment

For more complete information about specifying time formats, see
the FileMaker Pro onscreen Help. Choose Help menu > Contents and
Index, click the Index tab, and type time fields.
4. Click OK.

Choose how to align
the graphic vertically

For more complete information about specifying graphic formats,
see the FileMaker Pro onscreen Help. Choose Help menu > Contents
and Index, click the Index tab, and type graphics.
4. Click OK.

Note The formatting options you choose do not affect the original
graphic.

Creating and managing layouts and reports

About layout parts

6-25

About layout part types

FileMaker Pro layouts are divided into layout parts, sections of the
layout that determine how data in a field is treated and displayed. By
using parts, you can control how FileMaker Pro prints data, for example:

• once for each record
• only at the top of each page
• only before or after groups of sorted records (for example, to
include a subtotal for each group of records)

Each layout must have at least one part.
Note The New Layout/Report assistant automatically creates the
appropriate layout parts depending on the choice you make. You can
add, change, or delete layout parts after you finish the assistant as
needed. (See “Creating layouts and reports” on page 6-2.)
Layout part

Description

Title header

Appears only once at the top of the first screen or page and
replaces the normal header (if one is specified). In reports, can
be used to print a separate title page. You can have only one
title header in a layout.

Layout parts can contain fields, portals, buttons, text, and other
objects. In Layout mode, dotted horizontal lines mark the division
between layout parts, and the part label appears at the left end of the
bottom dividing line.

A field in the title header displays data from the first record in
the found set.
Header

Header
Body

Appears at the top of every screen or page (unless you add a
title header, which supersedes the header on the first page).
Use for titles or column headings (in columnar reports). You
can have only one header in a layout.
A field in the header displays data from the first record on that
page.

Subsummary
Trailing
Grand
Summary

Body

Each object you put in the body, including fields, text objects,
and graphics, appears once for each record in the found set.
You can have only one body in a layout.

Footer

Appears at the bottom of every screen or page (unless you add
a title footer). You can have only one footer in a layout.

Footer
Sales Report

A subsummary below the body
summarizes data for each
group of records sorted on the
break field (Agent Name)

Agent Name

Product ID

Qty

Amount

David Michaels
David Michaels
David Michaels
David Michaels

ET3
ET4
ET1
ET5

1
1
2
3

$29.95
$32.25
$73.90
$98.85

Total

Sophie Tang
Sophie Tang
Sophie Tang

ET6
ET7
ET2

2
5
2
Total

Trailing grand summary
Footer

$234.95

Grand Total

EveryWhere Travel Confidential

$64.50
$12.50
$25.00
$102.00
$336.95

June 1999

A field in the footer displays data from the last record on that
page.
Title footer

Appears only once at the bottom of the first screen or page and
replaces the normal footer (if one is specified). You can have
only one title footer in a layout.
A field in the title footer displays data from the last record on
the first page.

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FileMaker Pro User’s Guide

To include summary data on a layout (for example, subtotals, grand
totals, averages, counts, and so on), you place summary fields in
summary layout parts (see “Defining summary fields” on page 5-6).
Summary parts include grand summary and subsummary parts.

• A grand summary part usually contains one or more summary
fields that display summary information (like totals) about all
records being browsed.

• A subsummary part usually contains one or more summary fields
that display “subsummary” information (like subtotals) for a subset
of records. The records are grouped (sorted) by values in another
field, the break field. Whenever the value of the break field changes,
the report “breaks” and FileMaker Pro inserts the subsummary part.
Layout part

Description

Grand
summary
(leading or
trailing)

When you place a summary field in this part, the summary
field displays summary information for all records in the
found set. The grand summary part can be at the beginning
(leading) or end (trailing) of the report, depending on its
placement on the layout. You can have only one leading grand
summary and one trailing grand summary in a layout.
If you put another type of field in this part, FileMaker Pro
displays data from the first record (leading) or last record
(trailing) being browsed.

Subsummary
(leading or
trailing)

When you place a summary field in this part, the summary
field displays “subsummary” information for each subset of
records sorted by the specified break field. The subsummary
part can be before or after the body part, depending on the
placement on the layout. You can have multiple subsummary
parts in a layout.
If you put another type of field here, FileMaker Pro displays
data from the first record (leading) or last record (trailing) in
the group. Put the break field here to identify what subset of
records the summary is for.

For example, to summarize each salesperson’s sales figures in a
database recording sales transactions, define a summary field
totaling the Sales field, and then create a subsummary part and place
that summary field in it (the break field is the salesperson’s name). If
you also want a count of that salesperson’s transactions, create a
second summary field counting the transactions, and also place it on
the same subsummary part. To get a grand total of all transactions,
place the sales summary field in a grand summary part.

Adding or changing layout parts
To add a layout part to a layout, first decide what kind of part you
need and where it should go. If you’re defining a subsummary part
that summarizes a set of records, you also choose what field to group
or sort the layout by (the break field). Finally, define how the part
affects page breaks and page numbering.

Part label

Part tool
A part includes the area between
the dotted lines that separate parts

To add a layout part:
1. In Layout mode, choose Layouts menu > Part Setup.
2. In the Part Setup dialog box, click Create.
3. In the Part Definition dialog box, select the type of layout part you

want. See the previous section, “About layout part types,” for a
description of each part type.

Creating and managing layouts and reports

6-27

3. In the Part Definition dialog box, make your changes.

Select the type
of part to create

Select options for
page numbering
and breaks

Part types that are already on the layout are dimmed (only
subsummary parts can exist more than once on a layout).
4. If you’re adding a subsummary part, after you click Sub-summary
when sorted by, select the name of the field that you want to group the
records by (the break field).

When the records are sorted by the break field, all records with the
same value in that field are grouped so that FileMaker Pro can
calculate subsummary data. (For example, if you wanted to subtotal
sales figures for each region, the break field would be Region.) For
more information, see the next section, “Viewing or printing
subsummary or grand summary data.”
5. If desired, select page break and page numbering options.

See “Defining page breaks and numbering” on page 6-29.
6. Click OK, then click Done.

To change

Do this

From one type of
part to another

Select a different part type. Changes you can make
depend on the part’s location and function.

The break field

In the fields list, select a different field name.

Page breaks and
numbering

See “Defining page breaks and numbering” on page 6-29.

Dimmed types are not available because either:

• that part type already exists (only subsummary parts can exist more
than once on a layout)
• the part you’re changing is not in the right place on the layout (for
example, a title header must be at the top of the layout)
4. Click OK.

Keep these points in mind:

• To quickly add a layout part, you can drag a part from the Part tool
on the status area to the position you want it on the layout. Or, you
can use the Insert Part button on the Tools toolbar (choose View
menu > Toolbars > Tools). After you place the part, you see the Part
Definition dialog box. Some parts must go in specific places (for
example, trailing subsummary parts must go beneath the body), so if
the type you want is dimmed in the Part Definition dialog box, click
Cancel and try again.

After you define a part, you can change its type, break field (if it’s a
subsummary part), and pagination options:
1. In Layout mode, choose Layouts menu > Part Setup.

Part tool

Part tool and boundary
appear as you drag the
part onto the layout

2. In the Part Setup dialog box, select the part, then click Change.

• You can add fields, portals, graphic objects, and text to any layout
part. FileMaker Pro considers an object to be in a part when the top
of the object is in or just touching the part. For example, if the top of
a field touches the bottom division line of the header part, the field
displays and prints only in the header and not in the body.

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FileMaker Pro User’s Guide

• For more information about setting up layouts for web publishing,
see “Setting up browser views” on page 12-10.
• To apply a color or pattern to a layout part, click the part label, then,
in the status area, choose from the fill color palette, fill pattern
palette, or both. (The color you specify for the body part also affects
the background of the table in View as Table.)

• FileMaker Pro doesn’t display subsummary layout parts when you
specify View as List in Browse mode or Find mode. You only see
subsummary parts and subsummary data calculated correctly in
Preview mode or in a printed report (see the next section, “Viewing
or printing subsummary or grand summary data”). FileMaker Pro
also doesn’t display or print subsummary or grand summary parts
when you specify View as Table in any mode.

Note You must define a summary field for each field you want
summarized. You then place these summary fields in the summary
layout part. To define a summary field, see “Defining summary
fields” on page 5-6.
After you have added a grand summary or subsummary part:
1. On the layout, drag the summary field into the grand summary or

subsummary part.
See “Placing and removing fields on a layout” on page 6-16.
2. If you have a subsummary part, sort the found set by the break
field you specified when you created the part (see “Sorting records”
on page 3-8).
3. Choose View menu > Preview Mode.

• When viewing or moving objects on a layout, you might want to
move the part labels if they’re in your way. To flip part labels up or
at the bottom
down, in Layout mode, click the part label control
of the window.

• You can eliminate blank spaces in fields or parts when printing.
See “About removing blank space from printed data” on page 7-22.

Keep these points in mind:

• When you use the New Layout/Report assistant to create a layout,
you can choose to create a ScriptMaker script to perform the
specified sort on the break field and then switch to Preview mode.
You can also define a script yourself to automate this (see “Creating
scripts: an overview” on page 12-3).
• Use the script generated by the New Report/Layout assistant to
view or print a subsummary report (report with grouped data and
totals).

Place a subsummary part,
containing only the Agent
Name field, above the body to
place the agent name in front
of that group of records

• When you view records as a list in Browse mode (View menu >

Place a subsummary part,
which totals the sales for
each agent, below the body
Use a grand summary to view the total
sales for all agents in the company

Viewing or printing subsummary or grand summary data
FileMaker Pro displays subsummary parts and calculates
subsummary data correctly only in Preview mode or in a printed
report (see “Previewing data on a layout” on page 4-3).

View as List), subsummary parts aren’t displayed. To see subsummary
parts when viewing a layout as a list, switch to Preview mode or print
the list.

• You can have only one leading and one trailing subsummary part
based on the same field.
• If you’re having trouble getting summary information to display or
print, see the troubleshooting section in the FileMaker Pro onscreen
Help. Choose Help menu > Contents and Index, click the Index tab and
type subsummary reports.

Creating and managing layouts and reports

6-29

Deﬁning page breaks and numbering

Keep these points in mind:

You can set options for page breaks and page numbering when you
add a layout part or change a part definition. (When you add a part,
you automatically see the Part Definition dialog box.) To change
options for an existing part:

• If your layout is set up to print records in columns and you’ve
specified to print records down the page, choose Page break after every
 occurrences to start a new column (not a new page) after the
part. If the column setup is to print records across the page, the
specified page break starts a new page. (See “Setting up to print
records in columns” on page 6-9.)

1. In Layout mode, choose Layouts menu > Part Setup.
2. In the Part Setup dialog box, select the part, then click Change.

You can also double-click the part label on the layout.
3. In the Part Definition dialog box, specify pagination options.

Dimmed options are not available for the selected part type.
To

Select

Start a new page before printing the
Page break before each occurrence.
contents of the selected part (for example,
print a trailing grand summary on a new
page)
Start a new page after printing the contents
of the selected part the specified number
of times (for example, print five records in
the body, then start a new page)

Page break after every 
occurrences (replace the default
value 1 if you want more than one
occurrence per page).

Reset the page number to 1 after the
Restart page numbers after each
selected part prints (for example, start
occurrence.
page numbering after a title header if you
want it to serve as a cover page)
Print part of the contents of the layout part
at the bottom of the page and the rest on the
next page (FileMaker Pro won’t split the
contents of a part across two pages unless
you specify this option, or the height of the
part won’t fit on a single page)

Allow part to break across page
boundaries.
To keep the portion of the part that
will not fit on the bottom of the
page from printing at the top of the
next page, also select Discard
remainder of part before new page.

• If the body or other layout part is too large to fit on the printed page,
FileMaker Pro displays a page break as a heavy, dashed line on the
layout to show where it will divide the part when you print. To fit
more on the page, you can set sliding options to dynamically shrink
fields and the enclosing part if the fields contain variable amounts of
information. See “About removing blank space from printed data”
on page 7-22.
Reordering layout parts
You can change the order of only the body and subsummary parts;
other parts, like the header and footer, must appear in a specific
order, so they can’t be moved. For example, move a subsummary
part above the body to see subtotals first.
1. In Layout mode, choose Layouts menu > Part Setup.
2. In the Part Setup dialog box, drag the name of the part to the new

location.
This symbol indicates
that you can’t change
the part’s position
relative to other parts
Use the double-arrow
pointer to drag a part

4. Click OK, then click Done.

A part that can’t be moved has a lock icon to the left of its name.

6-30

FileMaker Pro User’s Guide

3. Click Done.

FileMaker Pro moves all the fields and objects in the part and
maintains its proportions.

Important Deleting a part using the Part Setup dialog box can’t be
undone.
1. In Layout mode, choose Layouts menu > Part Setup.

Note To quickly move a part directly on the layout, Shift-drag the
part label (or the dotted line that marks the bottom of the part).

2. In the Part Setup dialog box, select the part to delete, then click
Delete.

Resizing layout parts

If the part contains objects, FileMaker Pro displays a dialog box
asking you to confirm the deletion.

In Layout mode, use the arrow pointer to drag the part label (or the
dotted line that marks the bottom of the part) until the part is the
height you want.
Keep these points in mind:

• When you resize a layout part, FileMaker Pro maintains the size of
the other parts. For example, you can increase the height of the
header part, but this won’t affect the size of the part directly
following the header part.

• Alternately, if you want to maintain the height of the entire layout
while changing the size of one layout part, Alt-drag (Windows) or
Option-drag (Mac OS) the part boundary. (This causes the size of the
layout part immediately below the part you’re changing to also
change.)

• You can’t make a part smaller than the objects that it holds (in other
words, you can’t shrink a part by dragging its boundary across an
object) unless you press Alt (Windows) or Option (Mac OS) as you
drag the part boundary.
• If you reduce a layout part to nothing by dragging it under the part
above it, FileMaker Pro deletes the part from the layout.

Deleting layout parts
You can delete all but the last part that remains on a layout. Deleting
a part doesn’t affect your data. Before you delete a layout part, drag
any objects you want to keep to another part on the same layout.

3. Click Done.

Chapter 7
Customizing layouts
After creating a layout, you can change its appearance or the way the
layout works. This chapter explains how to:

• customize how fields or other objects on a layout look
• change how users interact with fields on a layout, for example, by
adding scroll bars or changing the order fields are tabbed through

• define a list of values that can be used for data entry in one or more
fields on a layout
• add text or graphics to a layout, like titles or a logo
• use tools available in FileMaker Pro to help you position and work

Adding borders, ﬁll, and baselines to ﬁelds
To enhance the appearance and usability of your layout, you can add
or customize:

• borders around fields
• the background color and pattern, or fill, of fields
• the dotted guidelines, or text baselines, that appear in a field at the
base of the text to help you align it with other objects
1. If you’re not already in Layout mode, choose View menu > Layout

with objects on a layout

Mode.

• change the way data on a layout prints

2. Select one or more fields.

For information on creating a layout, placing or removing fields on a
layout, controlling how data is formatted in a field, or adding layout parts,
see the previous chapter, “Creating and managing layouts and reports.”

Customizing fields on a layout
You have a variety of options for controlling how fields look and
how users interact with fields. In most cases, if you specify these
options with no fields selected or if you’ve just placed a field and it’s
still selected, you set behavior for fields you place on the layout later.
If you select one or more fields before you set options, you format
the selected fields.
For information about selecting fields and other objects, see
“Selecting objects” on page 6-12.
Tip Choose the Field Borders or Field Format command by rightclicking (Windows) or Control-clicking (Mac OS) a field or fields.

Or, to specify attributes for fields you add later, start with no fields
selected.
3. Choose Format menu > Field Borders.
4. In the Field Borders dialog box, select the formats you want to use.

You see examples of the options you choose in the Sample area.

Choose which
portion of the field to
assign attributes to
Choose Borders,
Baselines, or Fill
Choose a color,
pattern, and line width

You see a representation
of the choices you make

7-2

FileMaker Pro User’s Guide

To

Do this

Add borders to fields
and set their attributes

Select any combination of Top, Bottom, Left, or Right.
From the format list, choose Borders and choose a
color, pattern, and line width from the pop-up palettes.

Add text baselines and Select Text baselines. From the format list, choose
set their attributes
Baselines, then choose a color, pattern, and line width
from the pop-up palettes.
Add a fill color,
pattern, or both to
fields

From the format list, choose Fill, then choose a color,
pattern, or both from the pop-up palettes. (The
checkboxes have no effect on fill attributes.)

Add borders between
Select Between repeating values. From the format list,
repetitions in repeating choose Borders, then choose a color, pattern, and
fields
width from the pop-up palettes.
This option inserts lines between occurrences of
repeating fields. To also include borders around
repeating fields, select any combination of Top,
Bottom, Left, or Right.

5. Click OK.

• You can also specify an effect (Embossed, Engraved, or Drop
Shadow) for fields with the effect pop-up palette in the status area.
See “About object effects” on page 7-15.
Adding scroll bars to ﬁelds
Add a vertical scroll bar to a field to see more data than fits in the
field’s boundaries in Browse mode. (You can’t add scroll bars to
container, summary, or repeating fields, or fields formatted to use a
value list.)
1. In Layout mode, select one or more fields.

Or, to specify attributes for fields you add later, start with no fields
selected.
2. Choose Format menu > Field Format.

Click to add a
vertical scroll bar

Keep these points in mind:

• The settings you choose in the Field Borders dialog box affect the
appearance of the field in all modes. If you just want to see field
boundaries in Layout mode to, for example, align fields, choose View
menu > Show > Field Boundaries. On the other hand, if you want to
see the effects of Field Border settings while in Layout mode, hide
Field Boundaries.

• You can also change a field’s fill and border formats using the fill
and pen pop-up palettes in the status area. (You must have already
specified borders in the Field Borders dialog box.) Changes made in
the status area to the fill and pen settings replace settings in the Field
Borders dialog box, and vice versa. See “Setting color, pattern, line
width, and object effects” on page 7-14.

3. In the Field Format dialog box, for Style, select Standard field, then

click Include vertical scroll bar.
4. Click OK.

Customizing layouts

7-3

2. In the Define Value Lists dialog box, click New.

Keep these points in mind:

• Scroll bars are always displayed if you set the field borders option
for the right side of the field. Otherwise, they display only when you
tab into the field. See “Adding borders, fill, and baselines to fields”
on page 7-1.

Click to sort by
a heading or
drag column
boundaries

• When you print a field or a portal with a scroll bar, FileMaker Pro

Value lists
defined in
the file

prints only the data visible without scrolling. To print all the data,
duplicate the layout and enlarge the field or portal, then specify
sliding options to remove the extra blank space when you print. See
“About removing blank space from printed data” on page 7-22.

Drag to resize dialog box

Deﬁning a list of values for data entry
If a field uses the same set of values for many or all records, you can
have users choose values from a value list. A value list lets you
define frequently used text, number, date, or time values and then
format the field to display the values in a pop-up menu, a pop-up list,
or as series of checkboxes or radio buttons. This provides a fast,
accurate way to enter or validate data in fields.

Choose from a list of
values during data entry
Value list attached to the Category field

You can define a value list in a number of ways. The most general,
least restrictive way is to define the value list first and then assign it
to one or more fields. You can also define the value list when you’re
specifying formatting options in Layout mode.
To define a value list:
1. Choose File menu > Define Value Lists.

3. In the Edit Value List dialog box, for Value List Name, type a name.

Type a name for
the value list

Choose a method to
create the values
for the value list

7-4

FileMaker Pro User’s Guide

4. Define the value list:
To

Do this

Define static values
for the value list

Select Use custom values, then type each value on a
separate line, in the order you want them to appear.
Press Enter (Windows) or Return (Mac OS) to separate
each value.

Create values
Select Use values from field. In the Specify Fields for
dynamically from all Value List dialog box:
the values in another
1 To use a field from the current file, make sure All
values is selected, then in Use values from this field,
field in the current file
select the field name.
or in another file
1 To use a field from a different file, click Specify File,
then choose a filename and click Open. Make sure
All values is selected, then in Use values from this field,
select the field name.
If you want to display values from a second field, see
“Also display associated values from a second field,”
later in this table. Otherwise, click OK.
Create values
dynamically from a
subset of values in
another field (the
subset is determined
by a relationship)

Select Use values from field. In the Specify Field for
Value list dialog box, select Only related values and
choose or define a relationship from the relationship
list. Then, in Use values from this field, select the field
name.

If you want to display values from a second field, see
For more information, “Also display associated values from a second field,”
see “About displaying next in this table. Otherwise, click OK.
only a subset of field
values in a value list”
on page 7-5.

To

Do this

Also display
Follow the instructions in one of the previous two table
associated values from rows. Then, click Also display values from and select a
a second field
field name. Select this option to display the values
from a corresponding field next to the values in your
value list. For example, to help with data entry, you
could display part names next to part numbers.
You can also choose which field to sort the value list
by if you’re not using Only related values. To display
both values sorted by the values in the first field, select
first field for Sort value list by. To base the sort on the
values in the second field, select second field. If you
choose first field, duplicate values will not display for
the first field; if you choose second field, duplicate
values will not display for the second field.
Click OK.
Use a value list
defined in another
FileMaker Pro file

Select Use values from another file. In the Specify
External Value List dialog box, click Specify File, then
select a filename and click Open. For Value List, choose
or define a value list, then click OK. In the Edit Value
List dialog box, click OK.

Use all field values
Display only related
field values
Select a field to
use its values

Select a second field
to display values from

5. In the Define Value Lists dialog box, click Done.

Customizing layouts

To change, duplicate, or delete a value list:
1. Choose File menu > Define Value Lists.
2. In the Define Value Lists dialog box:
To

Do this

Change the values in a value list In the list of value list names, select the value
or how the values in a dynamic list, then click Edit. In the Edit Value List
value list are generated
dialog box, make changes.Then, click OK.
Duplicate a value list

In the list of names, select the value list, then
click Duplicate.

Delete a value list

In the list of names, select the value list, then
click Delete. In the confirmation dialog box,
click Delete again.

3. In the Define Value Lists dialog box, click Done.

Keep these points in mind:

• You can also use a value list to validate the values entered for any
field. This keeps data accurate by preventing users from entering
values that aren’t in the value list. (See “Defining field validation”
on page 5-9.) And, you can sort records in the order of a value list,
for example, sort by month or region. (See “Sorting records” on
page 3-8.)

• If you have chosen to generate a value list from values in a field
(Use values from field) and you’re also displaying associated values
from a second field, when a user chooses a value for this field in
Browse mode, the value from the second, associated field is not
stored in the field—only the first field is captured.
About displaying only a subset of field values in a value list
If you are generating the values in a value list from a field, you can
have FileMaker Pro dynamically change the value list’s values based
on the values in a second field. In other words, the value list will only
display values in the first field from related records where the
relationship definition is met by a value entered into the second field.
For example, imagine you have a database called Product that
tracked a large number of inventory items. You could define a value
list and assign it to the Product Name field to display only a subset
of those items based on values in a second field, Category. During
data entry, when you specify the value of the Category field (for
example, Accessory), only the Product Name values where the
Category equals Accessory show up in the value list. Similarly, if the
value of Category changes to Clothing, the values for Product Name
change to those records where Category matched Clothing.

• FileMaker Pro sorts value list items created from values in a field
alphabetically, and duplicate values are not displayed.

• Redefining a value list item after data has been entered might cause
unexpected results. For example, if you change a value list item from
Accessory to Accessories, the field will appear to be empty on
layouts where the field is formatted as a checkbox or radio button.
Also, you will not find the existing records if you search for
Accessories. For information on replacing values in fields, see
“Replacing data in fields” on page 2-10.

7-5

Value list based on key field value “Accessory”

Value list based on key field value “Clothing”

7-6

FileMaker Pro User’s Guide

In the above example, you would perform the following basic steps:

Name of field
selected on a
layout

1. Define a value list for Product Name with the Use values from field

and Only related values options.
2. Define a relationship to the same database file (a self-join) and

Select or define
a value list

Choose how to
display the value list

specify Category as the match field. (See “Defining relationships for
relational databases and lookups” on page 12-10.)
3. Specify that the value list use values from the related field Product

Name.
When you enter a value for Category, FileMaker Pro retrieves the
related records where Category matches the value you entered, and
displays the corresponding Product Name values in the value list.
Note Both the field with the value list values and the match field for
the relationship must reside in the same file, for example, Category
and Product Name from the example above.

Formatting fields to use a pop-up list, pop-up menu,
checkboxes, or radio buttons to display a value list
Once you have defined a value list, you assign it to the field on each
layout where you want to use it.
To assign a value list to a field and determine how it’s displayed:
1. In Layout mode, select the field.
2. Choose Format menu > Field Format.

Assigning a value list to a field

3. In the Style area of the Field Format dialog box, select the second

radio button, then choose how you want FileMaker Pro to display the
value list.
To

Do this

Select a format for the Choose the format you want from the list to the left of
value list
using value list:
1 Choose Pop-up list to display value list items in a list.
Users can use the arrow keys or “type ahead” to
select a value.
1 Choose Pop-up menu to display value list items as a
pop-up menu. Users must select items by using the
mouse.
1 Choose Check boxes to display value list items next
to a series of checkboxes.
1 Choose Radio buttons to display value list items next
to a series of radio buttons.
To allow the user to
Select Include “Other…” item to allow entry of other
enter values other than values. (This option is not available for Pop-up list
those defined by the
because users can always type any value into the list.)
value list
To allow the user to
Select Include “Edit…” item to allow editing of value list.
edit the values defined This option is not available for fields formatted as
by the value list
checkboxes, radio buttons, or for value lists based on
another field’s values.

Customizing layouts

7-7

Formatting repeating ﬁelds
Checkboxes

Radio buttons

If you define a field as a repeating field, you can format the field to
display only a certain number of the repetitions, even though the
information for all the repetitions is stored in the database. See
“About repeating fields” on page 5-11.

Pop-up menu

1. In Layout mode, select one or more repeating fields, then choose
Pop-up list

4. Choose the name of the value list to assign to the field from the list

Format menu > Field Format.
In the Field Format dialog box, for Repetitions, select options.

to the right of using value list.
Specify the number of
repetitions visible in a
repeating field, and
their orientation

Or, choose Define Value Lists to create a value list (see “Defining a list
of values for data entry” on page 7-3). If you define a value list here,
you can still use it for other fields.
5. Click OK.

Keep these points in mind:

• Formatting a field with a checkbox allows users to enter more than
one value for a field. If more than one value is entered for a record,
FileMaker Pro displays only the first of those values on a layout
where the field is not formatted with a checkbox (for example, a
columnar report).

To

Do this

Specify the number of
repetitions visible on
the layout

For Show  of field’s n defined repetitions,
type a number (the n represents the maximum
number of repetitions specified when the field
was defined).

Choose an orientation
for displaying field
repetitions

For Use  orientation, choose vertical to stack
the repetitions in a column or horizontal to position
the repetitions side-by-side in a row.

• Change the arrangement of value list items in checkboxes and radio
buttons by resizing the field. A field that is taller than it is wide
displays items stacked vertically. A field that is wider than it is tall
displays items side-by-side horizontally.

• For more information about setting up layouts for web publishing,
see “Setting up browser views” on page 12-10.

2. Click OK.

Keep these points in mind:

• To reshape or resize all visible occurrences of a repeating field, use
the handles that appear around the first occurrence.
• FileMaker Pro stores the data in all repetitions of a repeating field
even if you change the formatting of the field so that not all of the
repetitions are visible.

7-8

FileMaker Pro User’s Guide

Allowing or preventing entry into ﬁelds
You can allow or prevent entry into a field in Browse and Find
modes. For example, you can restrict entry into a field containing a
serialized number, like an invoice number, so the field can’t be
modified.
If you allow entry into a field, you can control whether the entire
contents of the field is selected when you click or tab into the field in
Browse mode or Find mode (otherwise, FileMaker Pro places the
insertion point after the last character in the field).
To customize entry into a field:
1. In Layout mode, select one or more fields.

Or, to specify attributes for fields you add later, start with no fields
selected.

Note Clearing Allow entry into field for a field only affects the field on
that layout. To always restrict access to a field on any layout of the
database, define “read only” access privileges for that field. See
“Defining groups” on page 12-3. You can also limit a user’s ability
to edit a field’s value if, when defining the field, you specify an autoentered value and select Prohibit modification of value. See “Defining
automatic data entry” on page 5-8. You may want to allow entry into
fields set to prohibit modification so values can be copied to the
Clipboard or values can be entered and searched for in Find mode.

Setting the tab order for data entry
When you press Tab in Browse mode or Find mode, the default
FileMaker Pro behavior is to make fields active from left to right and
top to bottom. You can change this default tab order in a number of
ways.

2. Choose Format menu > Field Format.

1. In Layout mode, choose Layouts menu > Set Tab Order.

In the Field Format dialog box, for Behavior, select options.

FileMaker Pro displays numbered arrows pointing to each of the
fields on your layout, along with the Set Tab Order dialog box.

To

Do this

Prevent entry into a field

Clear Allow entry into field.

Select the entire field’s contents
when the field is entered

Select Select entire contents of field on entry
(Allow entry into field must also be selected).

3. Click OK.
Each arrow indicates the field’s position in the tab order

Customizing layouts

2. In the Set Tab Order dialog box, specify the options you want to
use:
To

Do this

Reorder the tab order
for individual fields

Select Edit tab order. Click the field whose order you
want to change and type a new number for the arrow.
The number you replace is swapped with the number
you type.

Define a new tab order Select Create new tab order and click the fields in the
for all fields
new order. FileMaker Pro inserts numbers in that order
in the arrows.
Omit fields from the
tab order

As you set a new tab order, don’t click the fields you
want to omit. For fields that already display a number,
select the number and press Backspace or Delete.

Restore the default tab Click Revert to Default.
order

3. Click OK.

If there are some fields on the layout that you have not included in
the tab order, you see a dialog box that asks if you want to make those
fields available when tabbing. If you do not want to include them,
click Omit; otherwise, click Add (they will be added at the end of the
tab order).
Keep these points in mind:

• A blank arrow indicates a field that is omitted from the tab order.
• For multiple repeating fields, you can specify whether to tab
through the first repetition of each different field first (the default) or
down within the same field first.

Fi click
First
li k

Second click

7-9

Third click

Fourth click
Horizontal tab order for repeating fields (left to right)
First
double-click

Second
double-click

Third
Second
double-click

Vertical tab order (top to bottom down each field)

• To set the tab order to tab through the first repetition of each
different repeating field, click in the upper-left field. The arrow
blinks as you select the order to tab through the first repetitions of
the other fields. Click the upper-left field again and FileMaker Pro
completes the tab order for the remaining repetitions of the
repeating fields using the same pattern you used.
• To set the tab order to first include all of the (visible) repetitions
of the first repeating field, double-click the first occurrence of the
repeating field. FileMaker Pro fills in the numbers for all the
repetitions. Then, double-click the first occurrence of the next
repeating field to get the next series of tab-order numbers, and so on.
• Summary fields can’t be included in the tab order. Calculation
fields can be included in the tab order, but you can’t tab into them in
Browse mode (only in Find mode). Fields that are formatted to
prevent entry can’t be tabbed into in Browse mode or Find mode.
• Setting a tab order has no effect on data entry when you are
working with data published on the Web using the FileMaker Pro
Web Companion. For more information about setting up layouts for
web publishing, see “Setting up browser views” on page 12-10.

7-10

FileMaker Pro User’s Guide

Customizing the appearance of a layout
You can enhance the design of a layout in a number of ways,
including:

• adding text outside of fields
• using the drawing tools to add lines, rectangles, or other shapes
• adding a graphic or QuickTime movie
See “Working with the layout tools” on page 6-11 for more
information about layout tools.
Tools toolbar

• a form letter, with merge fields displaying data
• the current date, page number, or record number
Add text anywhere on a layout. Text typed or pasted onto a layout is
an object, which you can manipulate in the same way as any other
object. For example, you can assign a background color or rotate a
text object.
Note To add or change text in your database fields, switch to Browse
mode.
To type text on a layout:
1. In Layout mode, select the text tool

in the tool panel or Tools
toolbar (choose View menu > Toolbars > Tools).

2. With the I-beam pointer, click where you want to add text or drag

the pointer to define the maximum line length for the text.
Tool panel

Clicking on the layout creates a small text block that enlarges when
you type text in it.
You see a blinking insertion point surrounded by a temporary dotted
frame.
3. Type the text.

Status area control

For more information about setting up layouts for web publishing,
see “Setting up browser views” on page 12-10.

Adding text to a layout

For more complete information about working with text, see the
FileMaker Pro onscreen Help. Choose Help menu > Contents and
Index, click the Index tab, and type text, entering.
4. Set font and other text attributes.

Adding text to a layout makes the layout easier to use and
understand. Use text for:

The text is formatted with the default font, style, line spacing, color,
and alignment. To specify text attributes, see “Formatting text” on
page 7-12.

• field labels (field names; you have the option of creating a field

Keep these points in mind:

label when you place a field on a layout)

• column headings in columnar reports
• instructions on a form

• For more information about selecting and editing text, see “About
working with text” on page 2-13.

Customizing layouts

• Depending on what layout part the text is in, it appears in different
places on your layout in Browse mode or Preview mode (for
example, once for each record, only at the top of the report, and so
on). See “About layout parts” on page 6-25.
• To eliminate blank spaces when printing, see “About removing
blank space from printed data” on page 7-22.

Inserting the page number, date, or other variable onto a layout
You can display or print fixed information (like the date as it was
when entered) or variable information (like today’s date) when you
print or preview records. For example, display the current time in a
report footer each time you print the report. You can also display the
date, time, or user name as it is when you place it on the layout. This
information stays the same whenever you display, print, or preview
records. (You can also insert the current date, time, or user name into
a field in Browse mode. See “Inserting the current date or other
variable into fields” on page 2-10.)
1. In Layout mode, click the selection tool

in the tool panel, and
click where you want the information to appear.
If you want the information inserted into a line of text, double-click
where you want the insertion point.

2. Choose Insert menu, then choose a command:

To insert

Choose

You see this on
the layout

A fixed date (taken from your
computer’s calendar). This date is
static and doesn’t change.

Current Date

The current date

A fixed time (taken from your
Current Time
computer’s clock). This time is static
and doesn’t change.

The current time

7-11

To insert

Choose

You see this on
the layout

A fixed user name (taken from the
User Name specified in Application
Preferences). This name is static and
doesn’t change.

Current User Name

The user’s name

A variable date. This date changes to Date Symbol
show the current date taken from your
computer’s calendar.

Two slashes(//)

A variable time. This time changes to Time Symbol
show the current time taken from
your computer’s clock.

Two colons (::)

A variable user name. This name
User Name Symbol
changes to show the User Name
specified in Application Preferences.

Two vertical lines
(||)

A page number. (Page numbers only
appear in Preview mode or on a
printed report.)

Page Number
Symbol

Two number
symbols (##)

A record number

Record Number
Symbol

Two at symbols
(@@)

3. The symbol displays only as much text as fits within its
boundaries. Use the selection tool to enlarge the text object to display
as much of the variable as you want.
4. Set font and other text attributes as you would for other text.

Keep these points in mind:

• If you insert variable information, only the variable’s symbol
appears in Layout mode. You see the variable information in
Browse, Find, and Preview modes, and when you print the layout.
• You can type the characters listed for the symbol instead of using
the commands on the Insert menu.

7-12

FileMaker Pro User’s Guide

Formatting text

Making text bold, italic, or setting other styles

You can specify how text (both in and outside of fields) appears on
your layout. You control:

There are several ways to format text. Select the text you want to
format, then:

• the character attributes of the text, including font, font size, style,
and color

• Choose text formatting (like a Font or Style) from a submenu on the
Format menu.

• the paragraph alignment, margins, and line spacing
• tab settings

• Choose text formatting options from the Text Formatting toolbar.
• Right-click (Windows) or Control-click (Mac OS) and choose text
formatting commands from the context menu.

If you specify text formatting with no text or fields selected, you set
default text formats for fields and text that you add later. Similarly,
if you’ve just created a field or typed text and it’s still selected, and
you specify text formatting, you set default text formats. If you
change these default text formats later, FileMaker Pro does not
retroactively change previously applied formats.
Important You can format characters in text fields in Browse mode
(for example, italicize or underline a word for emphasis). Unlike text
formatting specified in Layout mode, this formatting is stored with
the data, and you see it in any layout that displays that field. Text that
is formatted in Browse mode takes precedence over text formatted in
Layout mode. For example, if you format text as bold in Browse
mode, then switch to Layout mode and format the same field as
italic, the text will continue to display as bold. To eliminate
formatting applied in Browse mode, reformat the text in Browse
mode or export and re-import the data (see “Exporting data from
FileMaker Pro” on page 12-6).
Tip You can use the Text Formatting toolbar (choose View menu >
Toolbars > Text Formatting), the text ruler (choose View menu > Text
Ruler), or context menus for quick access to many text attributes. See
“Using toolbars” on page 1-5 and “Using context menus” on
page 1-5. The text ruler is documented in the FileMaker Pro
onscreen Help. Choose Help menu > Contents and Index, click the
Index tab, and type text, formatting.

• Choose Format menu > Text to select several text formatting options
at once.
To specify several text attributes at once:
1. Select the text you want to change.

For complete information about selecting text, see “Selecting text”
on page 2-13.
To

Do this

Format text in a field in In Browse mode, select text and choose Format
Browse mode
menu > Text. This formatting is stored with the data,
and you see it in any layout.
Specify text formatting In Layout mode, select one or more fields, then choose
for fields in Layout
Format menu > Text. Or press Alt (Windows) or
mode
Option (Mac OS) while double-clicking a field.
Format text on a layout In Layout mode, select text and choose Format menu >
Text.

2. In the Text Format dialog box, select the attributes you want to

use.
In the Sample area, FileMaker Pro displays text formatted with the
attributes you select.

Customizing layouts

Indent text

7-13

Set line spacing and change
the units of measure

Choose text
attributes
Select one or
more styles

Align text
Set tabs

Specify paragraph and tab
settings (see the next section)

3. Click OK.

For more information about setting up layouts for web publishing,
see “Setting up browser views” on page 12-10.

5. To specify tab settings for the paragraph, click Tabs.
6. In the Tabs dialog box, specify tab settings.

Current tab
settings

Note Windows: To see all the available fonts, choose Format menu >
Font > Configure/More Fonts. In the Configure Font Menu dialog box,
select a font on the left and click Move to add it to the Font menu, or
double-click the font on the left to move it to the Menu list. Make
sure Show Fonts in Typeface is enabled to activate this option.

Specifying paragraph attributes and tab settings
In Browse mode, you can format individual paragraphs (including
setting tabs) for text in a field. In Layout mode, you can specify
paragraph attributes for fields that hold text and for text that’s not in
a field.
1. In Browse mode, select the text you want to format. Or, in Layout
mode, select the text or field you want to format.

See “Formatting text” on page 7-12 for more information about the
differences between formatting text in Browse and Layout modes.
2. Choose Format menu > Text.
3. In the Text Format dialog box, click Paragraph.
4. In the Paragraph dialog box, specify spacing and alignment.

Set alignment for a tab
Specify the tab’s position
Specify a fill character

7. Click OK.

Keep these points in mind:

• You can specify vertical text alignment for text and fields. In
Layout mode, choose Format menu > Align Text, then choose Top,
Center, or Bottom.

• You can use the text ruler to set margins or tabs for text data in
Browse mode or for text objects in Layout mode. You can’t use the
text ruler to format fields in Layout mode, you must use the
Paragraph and Tabs dialog boxes. The text ruler is documented in the
FileMaker Pro onscreen Help. Choose Help menu > Contents and
Index, click the Index tab, and type text ruler.
• For more complete information about specifying paragraph and tab
settings, see the FileMaker Pro onscreen Help. Choose Help menu >
Contents and Index, click the Index tab, and type formatting text.

7-14

FileMaker Pro User’s Guide

Drawing lines and shapes
Use the drawing tools in the tool panel or Tools toolbar (choose View
menu > Toolbars > Tools) to draw lines and shapes to emphasize parts
of your layout.

FileMaker Pro draws the object with the default line width, pen
color, and pattern, and it fills the object with the current fill color and
pattern (for all objects except lines). You can change these attributes
before or after you draw the object. (See “Setting color, pattern, line
width, and object effects” in the next section.)

1. In Layout mode, select the tool you want to use in the tool panel
or Tools toolbar.

Keep these points in mind:

• Use the following techniques to work with the tools:
Rectangle tool Rounded rectangle tool
Oval tool
Line tool

2. Position the crosshair pointer on the layout where you want the

line or object to begin.

• For a line, drag the pointer until the line is the length you want.
• For a rectangle, square, rounded rectangle, oval, or circle, drag the
pointer diagonally until the object is the size you want.
With this tool

These options are available

Line tool

For a horizontal or vertical line, press Shift as you drag the
pointer. For a diagonal line (at 45 degrees), press Ctrl
(Windows) or Option (Mac OS) as you drag the pointer.

To

Do this

Use a tool once

Click a tool to select it. (The tool becomes gray.)

Keep a tool selected, or
locked

Double-click a tool. (The tool becomes black to
indicate it remains selected until you select a different
tool.) To specify a preference to keep layout tools
locked, see “Setting layout preferences” on
page 12-2.

Switch between the tool Press Ctrl+Enter or Enter on the numeric keypad
last used and the
(Windows) or press Enter (Mac OS).
selection tool

• All objects have a border. (The border of a line is the line itself.)
All objects except lines have a fill, the area within the border.
• You can also change the appearance of a field, a text object, or an

To create a vertical line that continues across more than one
layout part, draw overlapping lines in each part.

inserted graphic, for example by changing its size, border width, or
fill pattern.

Rectangle tool

For a square, press Ctrl (Windows) or Option (Mac OS) as
you drag the pointer.

• Windows: You can also link to or embed an OLE object. For more

Rounded
rectangle tool

For a rounded square, press Ctrl (Windows) or Option
(Mac OS) as you drag the pointer.

Oval tool

For a circle, press Ctrl (Windows) or Option (Mac OS) as
you drag the pointer.

information about how FileMaker Pro treats OLE objects, see the
FileMaker Pro onscreen Help. Choose Help menu > Contents and
Index, click the Index tab, and type OLE objects,editing.

Setting color, pattern, line width, and object effects
Use the fill, pen, line width, and object effects palettes in the status
area to change the appearance of objects, including fields, buttons,
and portals, on the layout.
1. In Layout mode, select one or more objects to change.

Customizing layouts

7-15

Or, to specify attributes for objects you add later, start with no
objects selected.

• To copy the attributes of one object to other objects, use the Format

2. Choose colors, patterns, line or border widths, and object effects
from the palettes in the status area.

• For fields, palette settings replace Field Border dialog box settings.
See “Adding borders, fill, and baselines to fields” on page 7-1.

Painter tool. For more information, see FileMaker Pro Help.

• To apply a color or pattern to a layout part, see “Adding or
Fill pattern
palette
Fill color
palette

Pen pattern
palette
Object
effects
palette

Fill sample

To change

Pen color
palette

changing layout parts” on page 6-26.
Line width
palette
Current line
width

Pen sample

About object effects
Use commands from the object effects palette to give your layouts a
3-dimensional appearance. You can assign object effects to objects
you draw (except lines), fields, and portals.

Use the

The width of a line, or the width of a border Line width palette
around a shape, text object, field, or portal
The color or pattern of a line, or the color or Pen color and pen pattern palettes
pattern of a border around a shape, text
object, field, or portal
The color or pattern of an object, including Fill color and fill pattern palettes
the backgrounds of text objects, fields, and
portals
The effect with which FileMaker Pro draws Object effects palette, then choose
an object (except lines)
Embossed, Engraved, or
Drop Shadow (see the next section,
“About object effects”)

If an object is selected, the sample boxes next to the palettes show
the attributes for that object. If nothing is selected, the sample boxes
show the default attributes.

Apply effects to layout objects

Choose

To

Embossed

Make the selected object appear to be raised above the
background

Engraved

Make the selected object appear to be depressed into the
background

Drop Shadow

Make the selected object appear to cast a shadow below and to
the right.

Embossed

Engraved

Drop shadow

Keep these points in mind:
Keep these points in mind:

• To make an object transparent, choose the transparent pattern
from the pattern palette. An object with a transparent pattern is
“hollow.” Other objects are visible beneath it, and it can only be
selected by clicking its border.

• Object effects look best when you specify a transparent pen pattern
(in other words, an invisible border) and a pen width of at least 2
points. Also, try changing the background color of the enclosing part
to a color similar in shade to the object’s fill color. (See “Adding or
changing layout parts” on page 6-26.)

7-16

FileMaker Pro User’s Guide

• If you want to use an object effect on a field, try selecting the effect
before placing the field on the layout. Otherwise, the effect might
clip part of the text in the field.

• The width of the effect depends on the width of the object’s border
as specified by the pen width (unless the object has no border, in
which case the object effect is drawn with a 1 point line). The effect’s
color and pattern depend on the fill color and pattern of the selected
object or field.

• When you apply an effect to an existing object, the total size of the
object along with the effect does not change, but the object itself
shrinks to accommodate the effect. Therefore, when you apply an
effect to an existing field, the field dimensions might need to be
enlarged so that the data is readable.

• If you assign an object effect to a transparent object, FileMaker Pro
assigns the object the default fill and then draws the effect. If you
change the fill color, FileMaker Pro adjusts the colors of the effect to
complement the new color. If you change an object’s fill to
transparent after you assign an effect, FileMaker Pro makes the
effect transparent, too.

• Buttons always have an Embossed effect. You can change this by
selecting the button and choosing another effect from the object
effects palette. See “Using buttons with scripts” on page 12-12.

Inserting graphics onto a layout
You can add graphics anywhere on a layout. Use a graphic on a
layout instead of a container field whenever you want the same
image (like a company logo) on every record or report.
1. In Layout mode, choose Insert menu > Picture.
2. In the dialog box, for Files of type (Windows) or Show (Mac OS),
choose a graphic file type.
3. Navigate to the graphic file.

If you select Store only a reference to the file, FileMaker Pro doesn’t
import the graphic file, it only keeps track of where it is on your hard
disk. This option may reduce the size of your FileMaker Pro file, but
if you move or delete the file, FileMaker Pro won’t be able to
display it.
4. Select the file and click Open, or double-click the filename.

For some file formats, you see a dialog box with options for
customizing how the graphic is inserted. The graphics options are
documented in the FileMaker Pro onscreen Help. Choose Help
menu > Contents and Index, click the Index tab, and type Insert
Picture command.
5. Position and size the graphic on the layout as needed.

See “Moving objects on a layout” on page 6-14 and “Changing an
object’s shape and size” on page 6-14.
Keep these points in mind:

• To display a different graphic in each record, paste or insert the
graphic into a container field in Browse mode. For more information,
see “Inserting graphics into fields” on page 2-11.
• You can also paste a graphic that you copied from another
application onto a layout. See “Copying, duplicating, and deleting
objects” on page 6-13.
• If your system and other applications support it, you can quickly
bring a graphic or movie from another application into FileMaker
Pro by dragging the object from the other application’s window onto
the FileMaker Pro layout. You can also drag objects from a layout to
another application or to the Windows or Mac OS desktop.
• Windows: You can insert OLE objects onto a layout by choosing
Insert menu > Object and specifying the type of object to import. In
FileMaker Pro for the Mac OS, OLE objects appear as graphics. For
more information about how FileMaker Pro treats OLE objects, see
the FileMaker Pro onscreen Help. Choose Help menu > Contents and
Index, click the Index tab, and type OLE objects,editing.

Customizing layouts

Formatting graphics on a layout
In Layout mode, you can format graphics you’ve pasted or imported
onto a layout in the same way you format graphic data in a container
field. For more information, see “Specifying formats for fields
containing graphics” on page 6-24.

Showing text, ﬁeld, or button boundaries
You can show boundaries on a layout for text, fields, and buttons to
help you easily identify, position, and align these objects.
To show
boundaries around

Do this in Layout mode

All text (not in a field)

Choose View menu > Show > Text Boundaries.
You see the boundaries as thin black boxes around
all layout text.

All fields

Choose View menu > Show > Field Boundaries.
You see the boundaries as thin black boxes around
all fields.

All buttons on the layout Choose View menu > Show > Buttons.
You see the boundaries as gray boxes around all
buttons you’ve defined.

To hide text, field, or button boundaries, choose the corresponding
command from the Show submenu again.
Note Boundaries only appear in Layout mode. If you want to see
borders around these objects in Browse mode or when you print the
layout, define a border with the pen and line width palettes in the
status area.

7-17

Arranging objects
In Layout mode, you can:

• group any combination of objects so you can edit or move them
together

• change the stacking order of objects to get different effects when
the objects overlap
• rotate an object or group of objects in 90-degree increments
• align or distribute objects precisely
Note Use the Arrange toolbar (choose View menu > Toolbars >
Arrange) or context menus for quick access to many commands for
arranging objects. See “Using toolbars” on page 1-5 and “Using
context menus” on page 1-5.

Grouping and ungrouping objects
Group objects so you can work on the grouped object as if it were a
single object. You can:

• copy and paste grouped objects, maintaining the arrangement of
the objects within the group
• assign attributes (like a font or a fill color) to items in the group,
even if the attribute isn’t appropriate for all the items in the group.
(For example, assigning a new font to a group that contains text, a
field, and a graphic changes the text and the field, but leaves the
graphic alone.)
• more easily work with stacking order, because grouped objects all
exist on the same layer

• align an individual object to a grouped object
To group objects, in Layout mode, select the objects, then choose
Arrange menu > Group.
To ungroup a grouped object, select the group, then choose Arrange
menu > Ungroup.

7-18

FileMaker Pro User’s Guide

Keep these points in mind:

To move the object

Choose

• When you ungroup a group that contains other groups, the

One layer forward

Bring Forward

Behind all other objects

Send to Back

One layer back

Send Backward

subgroups stay grouped until you ungroup them.

• If you include a locked object in the group, the resulting grouped
object is also locked.

• To edit text that’s part of a group, double-click the text.
• To edit the label of a button that’s part of a group, select the Text
tool and double-click the button label.

Moving objects forward or backward on a layout
When objects overlap on a layout, one object is on top of the other.
You can change this stacking order to create different effects. As you
create objects, they stack one on top of the last, even if they aren’t
overlapping, so that the last object created is always on top.
Before

Rotating objects
You can rotate fields, text objects, and graphic objects in 90-degree
increments.
1. In Layout mode, click the selection tool in the tool panel and select

one or more objects.
2. Choose Arrange menu > Rotate.

The object or objects rotate 90 degrees clockwise. To rotate the
object or objects further, choose Arrange menu > Rotate again.
Keep these points in mind:

After

• When you click or tab into a rotated field in Browse mode, the field
is temporarily displayed in its original, horizontal left-to-right,
orientation.
• Portals cannot be rotated.
Bring forward

Bring to front

Aligning objects to each other
You can align objects or distribute space between them on the layout.

Send backward

Send to back

1. In Layout mode, select the object or objects to move in the stack.
2. Choose a command from the Arrange menu.
To move the object

Choose

In front of all objects

Bring to Front

If you align objects along their tops, bottoms, or sides, the objects
align with the object farthest out of alignment. When you align
center points, the objects align along an invisible vertical or
horizontal line in the center of the objects.
When you distribute the space between objects, FileMaker Pro takes
the space separating the two objects farthest apart and divides it
evenly among all the selected objects.

Customizing layouts

7-19

Using tools to precisely position objects
Use the Size palette, graphic rulers, ruler grid lines, T-squares, and
object grids to precisely size, reshape, position, and align objects.
(For more information about moving objects on a layout, see
“Moving objects on a layout” on page 6-14.)
Objects before distributing space

Objects after distributing space
vertically and aligning left sides

1. In Layout mode, select the objects to align, then choose Arrange

Text ruler
Graphic ruler

menu > Set Alignment.
2. In the Set Alignment dialog box, select options in the Top to Bottom
area or Left to Right area or both areas.

You see an illustration of your choices in the Sample area.

Select the way you
want objects
aligned vertically

Select the way you
want objects aligned
horizontally

T-squares

Ruler lines

Size palette

Using the Size palette with objects
See the results of
your choices

Use the Size palette to precisely position and size objects on a layout.
1. In Layout mode, choose View menu > Object Size.

3. Click OK.

2. Select one or more objects.
3. In the Size palette, type a new value into the field next to an icon.

Keep these points in mind:

• To align new objects according to the current settings, select the
objects to align, then choose Arrange menu > Align. (If the settings in
the Set Alignment dialog box are both None, the command is
unavailable.)

• To force the alignment to a specific object, lock that object before
you set the alignment. (For information on locking objects, see
“Protecting objects from change” on page 6-15.)

Type the desired distance from the left,
top, right, or bottom of the page
Type values to change
object width or object height
Using the Size palette to move or resize an object

7-20

FileMaker Pro User’s Guide

If you can’t type a value, that field doesn’t make sense for the
selection (for example, a line doesn’t have a height), or the selection
is locked.

Click to change the unit of measure

4. Press Enter, or to move to another field in the Size palette, press

Tab or Return (Mac OS).

Ruler lines

The Size palette floats above the window, so you can leave it open as
you work.

Using graphic rulers and ruler gridlines
Use graphic rulers and ruler gridlines—a dotted-line grid that
appears on your layout but doesn’t print—to help you align and
position objects precisely. The ruler gridlines adjust when you
change the unit of measure.
To show the graphic rulers, in Layout mode, choose View menu >
Graphic Rulers. To hide them, choose Graphic Rulers again.
As you move the cursor on the layout, you see guide lines tracking
the position of the cursor in the graphic rulers.
To show ruler gridlines, in Layout mode, choose View menu >
Ruler Lines. To hide them, choose Ruler Lines again.
Note Ruler gridlines have no snap-to properties.
With this unit of measure

Each ruler increment measures

Inch (in)

1/8 inch

Centimeter (cm)

.25 centimeters

Pixel (px)

10 pixels

To change the unit of measure used for the graphic ruler text ruler,
ruler gridlines, and Size palette:
1. In Layout mode, choose Layouts menu > Set Rulers.
2. In the Set Rulers dialog box, for Units, choose a unit of measure.
3. Click OK.

Aligning objects with the T-squares
Use the T-squares—moveable horizontal and vertical guide lines—
to help you align objects in Layout mode. An object’s left or right
boundary, top or bottom boundary, or center “snaps to” the T-square
lines as you drag the object.
To

In Layout mode, do this

Show or hide the T-squares

Choose View menu > T-Squares. To hide it,
choose T-Squares again.

Reposition the T-squares

Using the arrow pointer, move either the
horizontal or vertical T-square line

Override the T-squares’
snap-to effect

Press Alt (Windows) or 2 (Mac OS) as you
drag an object

Customizing layouts

7-21

Using the object grids

Specifying page margins

Use object grids to precisely control the placement of objects on the
layout. When object grids are on, each object on the layout “snapsto” its own invisible grid (which may be different from another
object’s grid). When you move or resize an object, it snaps-to the
nearest grid coordinate. New objects are created aligning to the
“master” grid.

You can specify different margins for each layout. If you don’t
specify margins, FileMaker Pro uses the printer’s default margins,
which might vary with different printers or different printer drivers.
You should specify page margins if you’re printing a layout where
exact spacing is important, like labels or a preprinted form.
1. Choose File menu > Print Setup (Windows), or File menu > Page

To

In Layout mode, do this

Turn the grid on or off

Choose Arrange menu > Object Grids. To turn it
off, choose Object Grids again.

Override the object grid’s
snap-to effect

Press Alt (Windows) or 2 (Mac OS) as you
drag an object.

Change the object grids units

Choose Layouts menu > Set Rulers. In the Set
Rulers dialog box, for Grid Spacing, type a value
and choose a unit of measure.

Setup (Mac OS), confirm the printer and paper settings, then click
OK.
For more information, see the documentation that came with your
computer and printer.
2. In Layout mode, choose Layouts menu > Layout Setup.
3. In the Layout Setup dialog box, for Print Options, select Fixed page

margins.
4. Type values for the margins (if you specify a margin that is

Keep these points in mind:

• The object grids function independently of the ruler gridlines,
graphic rulers, and T-squares.

• If you created objects before turning on object grids, they may not
be aligned, and when you reposition them, they will move in
accordance with their own grid. To align objects to each other, see
“Aligning objects to each other” on page 7-18.

narrower than your current printer supports, FileMaker Pro displays
a warning dialog box).
If you want the left and right margins to alternate (the inside margin
appears on the left side for the first page, on the right side for the
second page, and so on), select Facing pages.

Controlling how things print
What printer you use, what printer options you choose, the margins
you specify, and different layout options you choose all affect how
FileMaker Pro prints your data.
For complete information about printing and using Preview mode to
see how your layout will print, see chapter 4, “Previewing and
printing information.”

Select to
specify sizes
Type margin sizes
Select for alternating
margins

7-22

FileMaker Pro User’s Guide

5. Click OK.
6. Choose View menu > Preview Mode to check the margins.

Keep these points in mind:

• In Layout mode, choose Layouts menu > Set Rulers to change the

Margins—
objects in this
area won’t print

unit of measure for margins. See “Using graphic rulers and ruler
gridlines” on page 7-20.

• If you select Print in  columns for a layout and then specify
page margins, the columns resize to fit within the new margins. See
“Setting up to print records in columns” on page 6-8.

Layout showing margins
The selected printer can’t
print objects outside this line

Showing page margins
You can display the margins in Layout mode exactly as they will
print. (Page margins always show in Preview mode.)
To display the page margins, in Layout mode, choose View menu >
Page Margins. The margins show up as a thin, dotted line around the
edges of the layout “page.” Page breaks appear as heavy, dashed
horizontal and vertical lines.
To hide the margins, choose View menu > Page Margins again.
Most printers can’t print to the edge of the paper. If you place objects
in the margins or outside the area the selected printer can print to, you
see them in Browse and Find modes, but don’t see the objects when
you preview or print.

Layout not showing margins

About removing blank space from printed data
Often, the amount of information in the fields in your database
varies. When you print, FileMaker Pro can shrink field boundaries
and shift objects to the left or up on your layout to close up the blank
space caused when the information in a field doesn’t fill the field
boundary.
For example, in a catalog, a description for one item may be longer
than for another. If you use the sliding feature of FileMaker Pro, you
can close up the space between items and print more items per page.

Customizing layouts

• Objects—including fields—slide left (or up) corresponding to the

Printing without sliding objects

amount of space that the fields to the left of (or above) the objects
shrink.

Tour Catalog
Ship/Destination
Tour length
Wholesale price
Season
Notes

Grand Monarch
Alaska
7 nights
$795
Spring
Summer
Autumn
Winter
All year
Glacier route between Vancouver and Anchorage.
Includes Columbia Glacier, College Fjord, Ketchikan,
Juneau, Skagway, Sitka, and Valdez. Optional tour to
Denali Park.

Ship/Destination
Tour length
Wholesale price
Season
Notes

Royal Cavalier
Scandinavia
7 nights
$749
Spring
Summer
Autumn
Winter
All year
Includes air fair from New York. 4 nights in Helsinki, 2
nights in Stockholm, 1 day in Copenhagen.

Ship/Destination
Tour length
Wholesale price
Season
Notes

Grand Bordeaux
Caribbean
11 nights
$1524 to $3694
Spring
Summer
Autumn
Winter
All year
San Juan, St. Thomas, Curacao, Cartagena, and
Cozumel. Luxury accommodations. No tipping policy.

7-23

• Portals slide like any other object, but objects within a portal can’t
slide. If you specify that a portal slides up and the enclosing part
shrink, FileMaker Pro omits empty portal rows.
You can set layout parts to shrink when the fields in them slide up.
Headers, footers, title headers, and title footers never shrink or slide
up. Don’t set a part to shrink on a layout that requires fixed vertical
spacing, like labels.
Printing with sliding objects
Tour Catalog

Slide objects left to remove
space at the right edge of fields

Slide parts up to get different sized
bodies for different amounts of data
Slide objects up to keep
extra space from printing

Ship/Destination
Tour length
Wholesale price
Season
Notes

Grand Monarch Alaska
7 nights
$795
Spring
Summer
Autumn
Winter
All year
Glacier route between Vancouver and Anchorage.
Includes Columbia Glacier, College Fjord, Ketchikan,
Juneau, Skagway, Sitka, and Valdez. Optional tour to
Denali Park.

Ship/Destination
Tour length
Wholesale price
Season
Notes

Royal Cavalier Scandinavia
7 nights
$749
Spring
Summer
Autumn
Winter
All year
Includes air fair from New York. 4 nights in Helsinki, 2
nights in Stockholm, 1 day in Copenhagen.

Ship/Destination
Tour length
Wholesale price
Season
Notes

Grand Bordeaux Caribbean
11 nights
$1524 to $3694
Spring
Summer
Autumn
Winter
All year
San Juan, St. Thomas, Curacao, Cartagena, and
Cozumel. Luxury accommodations. No tipping policy.

Ship/Destination
Tour length
Wholesale price
Season
Notes

Explorer South Pacific
21 nights
$3,995 to $9,550
Spring
Summer
Autumn
Winter
All year
Includes New Zealand, Australia, Tonga, and Fiji.

The following layout shows how fields are set to slide for the
previous illustration.

These fields
slide left

Arrows show how
objects are set to slide

Slide objects and parts up to
fit more records on a page

The body, Notes
field, and horizontal
line slide up

Keep these points in mind:
You can slide fields, portals, other objects, and even layout parts.
When objects slide:

• You see the effects of setting sliding options only in Preview mode.
• You can slide any object. Non-field objects, like the horizontal line

• Fields shrink to eliminate empty space within field boundaries, but
sliding does not remove empty space you leave between fields. For
example, if you create a body part with one inch of space below the
lowest object, and set all the objects to slide and the part to shrink,
FileMaker Pro leaves one inch below the lowest object when you
print.

in the previous example, can slide if you place a sliding field above
or to the left of the objects. When a non-field object slides, it moves
to another place on the layout but doesn’t shrink. When a field slides,
it moves to another place on the layout and shrinks if the data doesn’t
fill the field boundaries.

• Non-field objects, like a line or text, move if you place a sliding

which objects slide and in which directions.

field to the left of (or above) the objects.

• In Layout mode, choose View menu > Show > Sliding Objects to see

7-24

FileMaker Pro User’s Guide

• When you slide objects or parts, FileMaker Pro prints the objects
relative to each other, not precisely as you placed them on your
layout.

• If you leave blank space on a layout, FileMaker Pro keeps that
space. For example, if you create a body with one inch of space
below the lowest object, FileMaker Pro leaves one inch below the
lowest object when it shrinks the body.

• You can get the same effect, but only between a field and layout
text, or adjacent fields in a continuous block of text, by using merge
fields (see “Placing merge fields” on page 6-17). Use sliding instead
of merge fields when you want to:

• align non-text objects, like graphics
• shrink a layout part to fit more on a page
• align formatted fields, like value lists and repeating fields
• use a layout for data entry (you can’t enter data into a field

3. In the Set Sliding/Printing dialog box, select the sliding options
you want.
Select this
option
Sliding left

1. In Layout mode, select the objects you want to slide. Also select
the left-most (or top-most) field that you want the other objects to
slide into so it can shrink.

Reduce the width of the selected fields to the minimum needed
for their data, and then slide all selected objects left based on
the amount of space the fields shrink.

Sliding up based Reduce the height of the selected fields to the minimum
on: then click
needed for their data, and then slide all selected objects up
All above
based on the field above that shrinks the least.
This option maintains consistent vertical spacing among
columns and repeating fields.
Sliding up based
on: then click
Only directly
above

Reduce the height of the selected fields to the minimum
needed for their data, and then slide all selected objects up
based on the amount of space the fields directly above shrink.

Also reduce
the size of the
enclosing part

Close up the space in the layout part that contains the selected
fields. To slide the part up relative to all objects, set this option
for all the objects that are sliding up. To slide the part up
relative to a single object, set this option for that object only.

formatted as a merge field)

Setting sliding options

To

This option allows the spacing in a column to adjust
independently of other columns and repeating fields.

To allow fields to shrink when you specify sliding left, align their top
edges and choose Format menu > Align Text > Left. To allow fields to
shrink when you specify sliding up, choose Format menu >
Align Text > Top.
See “Aligning objects to each other” on page 7-18 and “Specifying
paragraph attributes and tab settings” on page 7-13.
2. In Layout mode, select the objects to slide, then choose Format

menu > Sliding/Printing.
4. Click OK.
5. Choose View menu > Preview Mode to see the effects of the sliding
options.

Customizing layouts

Keeping objects from printing
You can keep objects on a layout from printing. For example:

• Prevent buttons on a report layout from printing when you print the
report.

• Place instructions on a layout to be read during data entry, but not
printed when that layout is printed.
To keep objects from printing:
1. In Layout mode, select the object or objects that you don’t want to

print.
2. Choose Format menu > Sliding/Printing.
3. In the Set Sliding/Printing dialog box, select Do not print the

selected objects.
4. Click OK.

Keep these points in mind:

• You see nonprinting objects in Browse and Layout modes, but not
in Preview mode or when you print. In Layout mode, choose View
menu > Show > Non-Printing Objects to display nonprinting objects
with a gray border.
• To close up the blank space taken by a nonprinting object, set
sliding options for that object and objects below it on the layout. See
“About removing blank space from printed data” on page 7-22.

7-25

Chapter 8
Working with related ﬁles
There are times when one database file doesn’t suit all your data
management needs. Perhaps you have data in one file that you want to
use in another file. Or you’ve tried to expand a file by adding several
fields to it, and now the file’s subject has become unclear. Or you have
the same values in several files, and you’re constantly updating them
to keep them all the same. You can access data from other database
files by using relational databases and lookups.
This chapter explains how to:

• create relational databases and lookups
• define and change relationships between database files
• set up advanced relational database structures, such as many-to-

To establish a connection between files for relational databases and
lookups, you first define a relationship, an expression that tells
FileMaker Pro how to match records in one file with records in
another file. Then you choose the fields that contain the data you
want to work with.

Client ID

R20

Client ID

R20

Route

NY-Paris

Route

NY-Paris

In relational databases, data from another file is displayed
in the current file, in fields that belong only to the other file

many relationships

Displaying data from related files
When you have data in another file that you want to use in the current
file, you can access, display, and work with that data in two ways:

• A relational database allows data from another file (or the same
file) to be displayed, edited, and used in the current file, without
having it copied to the current file. The data is always part of the
other file only. Data displayed in the current file changes whenever
the data in the other file changes.

• A lookup copies data from another file into a field in the current
file. After the data is copied, it becomes part of the current file (and
remains in the file it was copied from). Data copied to the current file
doesn’t automatically change when the data in the other file changes.

Client ID

R20

Client ID

R20

Route

NY-Paris

Route

NY-Paris

Lookups copy data from another file into the current
file, in fields that belong to the current file

Note All files involved with relational databases and lookups must
be in the current FileMaker Pro file format. (Files created with
earlier versions of FileMaker Pro may be used, but the files must be
converted to the current file format first.)

8-2

FileMaker Pro User’s Guide

Relational database terminology
Before you begin, you should understand the following terms for
relational databases and lookups. These terms are illustrated in the
sections that follow.
This term

Means

Master file

For relational databases, the file that accesses and displays
data from another file.

This term

Means

Related field

A field in the related file that contains data you want to
access and work with in the master file. After a relationship
has been established between data in the match fields, the
data in related fields can be used in the master file.
You place related fields on a layout of the master file, either
by themselves or in a portal. You can then work with data
that’s in related fields in all modes.
In the master file, a related field name appears as
Relationship name::Related field name or as
::Related field name

For lookups, the file that contains the copied data. It’s the file
the lookup originates from and the file the data is copied to.
Related file

For relational databases, the file that contains the data you
want to access and work with in the master file.
For lookups, the file that contains the data to copy. It’s the
file the lookup goes to and the file the data is copied from.
A related file and the master file can be the same file. (This
is called a self-join.)

Match field

A field in the master file and a field in the related file that
each contains values used to access matching records. (A
match field is sometimes called a key field or primary key.)
For each relationship, you select one match field in each file.
For relational databases, values in match fields must match
each other in some way for a relationship to be established
between the two files. (See “About match fields for
relationships” on page 12-5.)
For lookups, values in match fields don’t have to be equal to
each other. For example, you can set an option to copy the
next lower value when the match fields aren’t equal. (See
“Defining lookups between files” on page 12-13.)

Relationship

An expression you define that contains requirements which,
when met, establish a relationship between values in the
match fields. (A relationship is sometimes called a link or a
join expression.)
You define a relationship in the file you want data displayed
in, not the file you want data displayed from.

Related record

A record in the related file whose match field contains a
value that matches the value in the match field of the master
file, according to the requirements of the relationship.

Portal

An object on a layout of the master file in which you can
place related fields. Use portals only when you want to work
with data from more than one related record for each record
in the master file.
Portals display data from related fields in rows, one record in
each row.

Lookup source
A field in the related file that contains the data you want to
field (for lookups copy. It’s the field the data is copied from.
only)
Lookup
A field in the master file that you want to contain the copied
destination field data. It’s the field the data is copied to.
(for lookups only)

About relational databases
A relational database is one or more discrete database files (or
database tables) that, when used together, contain all the data you
need for your work. In relational databases, each occurrence of data
is stored in only one file at a time, but you can access and work with
that data from any file. Because data from a related file is only
displayed in—and not copied into—the master file, you always see
the data in its current state.
Working with related data promotes consistent data entry and
retrieval, and reduces the existence of duplicate data among the
database files.

Working with related files

For example, a travel agency might store trip information in a Trip
file, then use it with client information that’s in a Client file and with
billing information that’s in an Invoice file.

Master file
Client ID

Relationship
T10

Trip Name

NY-Roma

Invoice file

Destination
Paris
Roma

Invoice No

A-200-61

Date

6-Oct-2001

Client ID
Name

C100
Williams

Trip ID
Route ID

Client file
Client ID

C100

Client Name

Williams

Phone

408-555-3456

Trip ID
T10
T20

Total 1,250.00

Trip Name
NY-Roma
Roma-Istan

All records in
the related file
are displayed
in a portal

T10
R42

Origin

Paris

Destination

Roma

Master file
Client ID

C200

Client Name Smith

Relationship

Trip ID
Route ID
Origin

T10
R20
Trip ID

Phone

408-555-1234

Trip ID

T10

Route
ID
Origin
R42 Paris

Related file

Route ID
Destination

When the related field is in a portal on the layout, values from all
related records are displayed.

Destination
Paris
Roma

When the related field is placed directly on the layout, the value from
the first (or only) related record is displayed in the field. (The first
related record that’s accessed depends on whether the related records
are sorted. See “Defining relationships for relational
databases and lookups” on page 12-10.)

You create a relational database by first defining a relationship in the
master file. Then you add the fields to display the data from the
related file on a layout of the master file. You can then work with the
data in the related fields in all modes when you work with records in
the master file.
When you enter a value in the match field of a record in the master file,
FileMaker Pro uses the relationship to access all the records in the
related file whose match field contains a value that satisfies the
requirements of the relationship. Then it displays data from the fields
of the related file in the current record of the master file.

T10

R20

DestinationRoute ID
Trip
ID Trip Name Cost $
T10 NY-Roma 550.00
T20 Roma-Istan 700.00

408-555-1234

Trip ID

T10

Trip ID

Origin

Phone

Route
ID Origin
R20 NY
R42 Paris

Related file

Route
ID Origin
R200 NY
R42 Paris

C200

Client Name Smith

Trip file
Trip ID

8-3

T10
R42

Origin

Paris

Destination

Roma

Destination
Roma

Related fields not
in a portal–only
the first record in
the related file is
displayed

8-4

FileMaker Pro User’s Guide

When the related file contains one matching record for each record
in the master file, place related fields directly on the layout and not
in a portal. Also place related fields directly on the layout when you
want to work with only the first matching record that’s accessed (in
sorted or unsorted order).
Keep these points in mind:

• For information about creating portals, placing related fields on
layouts and in portals, and changing portals and related fields, see
“Deciding where to place related fields” on page 6-18.

• You can also define relationships for use with value lists, to access
and display particular related values. (See “About displaying only a
subset of field values in a value list” on page 7-5.)
• You can summarize data that’s in a portal. (See “Summarizing data
in portals” on page 12-12.)

When to create relationships between ﬁles
Whenever you want to use data from another file—either in a
relational database or for a lookup—you must first define and name
a relationship from the master file to the related file.
Match fields
Client ID
Name

Relationship

Client ID
Name
Phone
City

Master file

Related file

A relationship is an expression that includes the name of the match
field in the master file, the related filename, and the name of the
match field in the related file.

Relationship names in the
Define Relationship dialog box

After you define a relationship, you can choose its name from the
relationship list as you work in the master file. The relationship list
is in all dialog boxes where you can select field names, such as the
dialog box for exporting FileMaker Pro data. (You can also use the
relationship list to define relationships.)

Relationship list with
Products relationship
selected
Field names associated with
the selected relationship

Once a connection is established between two files, you have access
to data that’s in the related file in any of the following ways:

• Place one or more related fields directly on a layout of the master
file to display data from one related record for each record in the
master file (a one-to-one correspondence). For example, use a related
field to display the most recent check-out date for a piece of
equipment. (Related data displayed in the master file changes as the
data in the related file changes.)
• Place a portal on a layout of the master file, then place one or more
related fields in the portal to display data from more than one related
record for each record in the master file (a one-to-many
correspondence). For example, use a portal in an Invoice file to
display all the products ordered by the same client. (Related data
displayed in the master file changes as the data in the related file
changes.)

Working with related files

• Define a lookup, to copy data from one related record for each
record in the master file (a one-to-one correspondence). For
example, use a lookup to copy the current price of a product into a
Line Items file. (Data copied to the master file doesn’t automatically
change when the data in the related file changes.)
Keep these points in mind:

• Each relationship involves only one master file and one related file;
however, you can define many relationships from a master file and
many relationships to a related file.

• The master file for one relationship can be a related file for another,
and a related file of one relationship can be a master file for another.
• You can define many relationships between the same two database
files. For example, the relationships can refer to different match
fields.

• You can define a relationship from one file to the same file (a selfjoin). For example, use a self-join in a portal to display a subset of
data in the current file, such as all the employees of each manager.
For more information about self-joins, choose Help menu > Contents
and Index, click the Index tab, and type self-joins.

• If the master file is protected with passwords, you must have the
master password to define relationships. In addition, when you type
data in the match field of the master file, you might be asked to type
a password for the related file when the related file is protected with
passwords. (See “Defining passwords” on page 12-1.)

• You can create a many-to-many correspondence between database
files. (See “Creating many-to-many relationships” on page 12-15.)

8-5

About match ﬁelds for relationships
As you define and select the match fields for relationships, keep
these points in mind:

• In most cases, the match fields used in a relationship contain equal,
stored values. For example, when one record in the match field of the
master file contains 009-845 and one record in the match field of the
related file also contains 009-845, a relationship is established
between those two records.
• The match fields used in a relationship can have different names;
what establishes a relationship is that the match fields contain
matching values.
• The match field in the master file can be any type except Container.
The match field in the related file can be any type except Container,
Global, or Summary.
• The match field in the related file must be a field that can be
indexed.
• If match fields are text fields, FileMaker Pro looks at the first 20
characters of each word in the field, up to 60 characters (including
spaces).
• Make sure the match fields used in a relationship are the same data
type.
• The match field in either (or both) the master file or related file can
contain a calculation formula. For example, the formula Unit
Price in the match field of the master file establishes a relationship
to a record (or records) in the related file whose match field contains
the value of the Unit Price field in the master file. You can also
design a calculation formula for the match field to match multiple
records. For example, the formula Unit Price < 100.00 in the
match field of the master file establishes a relationship to all records
in the related file whose match field contains a value less than
100.00.

8-6

FileMaker Pro User’s Guide

• You can increase the number of possible matching records in either
the master file or related file by entering all possible matching values
in the match field (sometimes called a multi-key field or complex key
field). Suppose you want to display all the sales contracts obtained
by each employee, including those obtained by teams of employees,
in a portal in the master file. To do this, in the match field of the
related file, enter the name of each employee who worked on the
contract that’s entered in the Contract Name field in the same record.
Place each name on a separate line in the match field, and end each
line with a carriage return. When the match field in a record of the
master file contains any of those names, the associated contract
displays in the portal of that record. (When you design a multi-key
field to hold identification numbers, remember that each FileMaker
Pro file has a limit of 64,000 characters in text fields.)
• Match fields can contain non-alphanumeric characters. To do so,
choose File menu > Define Fields. Select the match field in the list,
click Options, then click the Storage tab. For Default language for
indexing and sorting text, choose ASCII.

When you enter a value in the match field of the master file,
FileMaker Pro uses the relationship to access the first record in the
related file whose match field contains a matching value. Next, it
copies the value from the lookup source field in that related record
into the lookup destination field in the master file record, where the
value is stored. Data that’s copied into the master file doesn’t change
when the value in the related file changes, unless the data in the
match field in the master file changes. In that case, FileMaker Pro
performs the lookup again.

Related file
Master file

Client ID

Client ID

Relationship

C235

C100
42.83.91.04

Client ID

C200

Client ID

C200

Name

Smith

Name

Smith

Phone

555-1234 Vancouver

City

New York

Lookup destination field

555-3849

Lookup source field

• A match field used for a relational database can be a lookup
destination field, as long as the lookup isn’t based on a relationship
that involves the match field. (For an example of this use of a match
field, see “Accessing related data from a third file” on page 12-14.)

About lookups
You look up data by first defining a relationship between matching
data in the master file and a related file. Then you define a lookup for
a field in the master file, which copies data from a field in the related
file into a field in the master file.

After data is copied into the lookup destination field, you can edit,
replace, or delete it like any other data (because the lookup value
belongs to the master file). You can also update data in the master file
to match data that changed in the related file. (See “Defining
lookups” on page 12-13.)
Important When the same value exists in the match field in more than
one record of the related file, FileMaker Pro copies the value from
only the first related record. (The first related record that’s accessed
depends on whether the related records are sorted. For more
information, see “Defining relationships for relational
databases and lookups” on page 12-10.)
Keep these points in mind:

• Values in match fields used for lookups do not have to be equal to
match. (See “About match fields for relationships” on page 12-5 and
“Defining lookups between files” on page 12-13.)

Working with related files

• To copy data into a second field that uses the same match fields—
for example, to copy a name and telephone number based on a
matching client identification number—define a lookup for the
second field, and use the same relationship as for the first field.
Related file
Master file

Client ID

Client ID

Relationship

C235

42.83.91.04

• Maintain files that already contain lookups, when you don’t want
to change the files to a relational database.

C100

Client ID

C200

Client ID

C200

Smith

Name

Smith

Phone

555-1234

Phone

555-1234Vancouver

City

New York

Lookup
destination field
for second
lookup

Lookup source
field for first
lookup

Use lookups to:

• Copy data from a related file (which can be the same file) and keep
it as copied, even when the data in the related file changes. For
example, use a lookup to copy the price of an item at the time of
purchase into an Invoice file. Even if the price in the related file
changes, the price in the Invoice file stays the same.

Name

Lookup
destination
field for first
lookup

8-7

555-3849

Lookup source
field for
second lookup

Relational databases and lookups: a comparison
Whether you create a relational database or define a lookup depends
on how you plan to use the data from another file. Use the following
information to help you decide.
Use relational databases to:

• See and work with data from a related file (which can be the same
file) in its most up-to-date state. For example, display data in related
fields when you need the current price of an item. As data changes in
the related records, you see those changes in the master file.

• Set up and manage data efficiently and with flexibility. Instead of
creating many database files that together store multiple occurrences
of data, you store single occurrences of values in smaller files. You
can then work with the data in many ways. You make changes to data
in only one place, which eliminates data duplication and promotes
data accuracy.

• Save disk space, because data is stored in only one place.

Note A complex relational database or a complex set of lookups may
require an administrator who understands the design and how to
maintain it. The administrator might also train others to use the
database.

Working with relational databases
Important Before you begin, be sure you understand the information
in the previous section, “Relational databases and lookups: a
comparison.”

Planning a relational database
It’s a good idea to plan a database on paper first. Use the following
general steps to plan a relational database.
Note The files in this section are for example only.
1. Begin by asking questions, such as these:

• What information will the database hold?
• What database files are needed?
• What fields will each database file contain?
• What common data exists among the database files?
For example, for a travel agency, you might want a group of files that
holds all the information about your clients, the trips your company
offers, and invoicing data.

8-8

FileMaker Pro User’s Guide

- Information to hold?
- Database files?
- Fields?
- Common data?

3. Determine the match field or fields for each file, and circle
each one.

Each relationship uses one match field in the master file and one
match field in the related file. Match fields are also used to determine
whether a new record should be added to the file. In an efficient
database system, this field often (but not always) contains a value
unique to each record.
For example, in the Client file you might want to assign each client a
unique, identifying number. You wouldn’t enter a client identification
number into the file unless you had a new client to add, so the existence
of a client number determines the existence of a record.

2. Determine the database files and the data they will include, and
decide which fields will contain common data among the files. Write
the names of the files and fields on paper.

Each file has only one subject, and all fields in a file describe only
that subject. Based on a file’s subject, you can see where it makes
sense to store the data and where to use data from a related file.
For example, a Route file might have fields for a route identification
number, the departure city, and the destination city. A Trip file might
have fields for a trip identification number and trip name.

Client ID
Client Name
Street
City

Route ID
Origin
Destination

Trip ID
Trip Name
Route ID

Postal Code

Origin

Phone

Destination

Trip ID
Trip Name

Client ID
Client Name
Street

Route ID
Origin
Destination

City

Client file

Trip ID
Route ID
Destination

Phone
Trip Name
Route file

4. For each file, decide which fields will store data, and which ones

will use data from other (related) files. In your plan, cross out the
duplicate fields in the master files. These fields will be related fields
in your database.
The fields in each database file should all store a single occurrence of
the subject of the database file. For example, the fields in one record
of the Client file (client identification number, name, address, and
phone number) together store all the information about one client.

Trip ID

Client file

Trip file

Trip Name
Origin

Postal Code

Route file

Trip file

Working with related files

Client ID
Client Name
Street
City

Determining relationships between database files shows you where
you can use data that’s stored in one file in another file.
Route ID
Origin
Destination

Trip ID
Trip Name
Route ID

Postal Code

Origin

Phone

Destination

Trip ID
Trip Name
Client file

8-9

Route file

Trip file

5. Determine the relationships between the files. Draw a line from

each match field in the master file to the corresponding match field
in the related file.
What defines a relationship between database files is that their match
fields contain matching data.

Route ID

Street

Origin

City

Destination

For information about setting up passwords and access privileges,
see chapter 12, “Protecting databases with passwords and groups.”
Tip When you use fields that contain identification numbers, plan the
field formats when you plan the database files. For example, client
identification numbers can be telephone numbers, serial numbers, or
a combination of a telephone number and first name.

Creating relational databases: an overview
After you’ve planned your relational database, use these general
instructions to create it. (For detailed instructions, see the next
section, “Defining relationships for relational
databases and lookups” on page 12-10.)
1. Create the database files and define the fields.
2. Define the relationships to use.
3. Depending on whether you want to work with data from one or
more than one related record in each record in the master file, place
one or more related fields directly on the layout or in a portal on the
layout.

Client ID
Client Name

6. Consider who will use the database and whether you want to
restrict access to some files or fields.

Trip ID

Postal Code

Trip Name

Phone

Route ID

Trip ID

Origin

Trip Name

Destination

Client file
Route file
Trip file

• For a related field by itself, place the related field directly on the
layout.
• For a related field in a portal, create the portal on the layout, then
place the related field in the portal.
You place related fields and portals in Layout mode, then work with
data from related records in all modes.

8-10

FileMaker Pro User’s Guide

Important After you create the files for a relational database or a
lookup, be sure there are no other files with the same filenames on
your computer or network. To duplicate the files or create similar
filenames, duplicate each file separately (which creates a unique
name for each copy). Store backup files on a removable disk, and
remove the disk. Use a compression or archiving utility to make the
files unavailable as FileMaker Pro files.

Deﬁning relationships for relational
databases and lookups
You can define a relationship for a relational database or a lookup
wherever you see the relationship list. For example, define a
relationship when you create a file or layout, define a lookup, add a
related field, or create a portal on a layout. (For a description of the
relationship list, see “When to create relationships between files” on
page 12-4.)
When you define a relationship, you can also define a sort order for
the related fields. Do so to access and display the first related record
that’s in a particular sort order (such as the lowest or highest value)
when you have one related field placed directly on the layout. For
example, display the most recent check-out date for a particular piece
of equipment. Also sort related records to access and display
multiple records in a particular sort order in a portal.
To define relationships between files:
1. In the master file, choose File menu > Define Relationships. Or,
choose Define Relationships from the relationship list.
2. In the Define Relationships dialog box, click New.

Relationships currently defined in the master file

3. In the dialog box that appears, double-click the name of the related
file (the file to define a relationship to).
4. In the Edit Relationship dialog box, for Relationship Name, type a
unique name for the relationship, or keep the default that
FileMaker Pro provides.

Don’t include colons (:) in the name. FileMaker Pro ignores any
spaces at the end of names.
To change the related file, click Specify File, then choose a different
filename. (See “Changing relationships” on page 12-12.)
5. Select a match field for the master (current) file in the left list, and

a match field for the related file in the right list. Click each field name
once to select it.

Working with related files

Type a relationship name

To

8-11

Select

Add records to the related file by entering data Allow creation of related records
into related fields in the master file. (See
“Adding and duplicating records” on page 2-4.)
Select a
match field
in the
master file

Select a
match field
in the
related file

If the related file is locked or write-protected, or
users don’t have access privileges to create
records, records are not added to the related file.

Keep these points in mind:

• For information on creating portals and related fields, see
“Creating and formatting portals to hold related fields” on page 6-19.

• When Sort related records is selected and data in a related field in a
For more information about match fields, see “About match fields
for relationships” on page 12-5.
6. To have related records sorted, select Sort related records. Then, in

the Specify Sort dialog box, specify sort instructions for the related
fields. (See “Sorting records” on page 3-8.)
Selecting this option does not affect the sort order in the related file.
7. Depending on whether you’re defining a relationship for a lookup
or a relational database, do one of the following:

• If you’re defining a relationship for a lookup, click OK, then click
Done.

• If you’re defining a relationship for a relational database, you can
select additional options. When you’re finished, click OK, then click
Done.
To

Select

Delete matching records in the related file
When deleting a record in this file,
whenever you delete a record in the master file. also delete related records
(See “Deleting records” on page 2-5.) Related
records may not be visible on the current layout.

portal changes, the portal records are re-sorted whenever the
relationship is re-established. (For example, when you browse out of
and then back into the record, or change the value in the match field.)

• You can change the order of relationships in the Define
Relationships dialog box by the relationship name, relationship,
related filename, creation order, or a custom order. Click the column
header you want to reorder by, or choose from View by. When you
reorder by the relationship or related filename, the definitions are
subsorted by the relationship name. Each time you open the dialog
box, the definitions appear in the last order used. The default order is
the creation order.
Click column headings
to sort relationships

Choose the way you
want relationships
sorted

8-12

FileMaker Pro User’s Guide

Changing relationships

3. To edit the relationship, make your changes in the Edit
Relationship dialog box, click OK, then click Done.

When you change a relationship, your changes affect which records
are accessed in the related file and displayed in records of the master
file.

To

Do this

Rename a relationship

For Relationship Name, type a new name.

When you delete or change a relationship, all records involved in that
relationship (in the master file and related file) are affected by your
changes.

Choose a different
related file

Click Specify File. In the dialog box, double-click the
name of the related file to use. In the Edit
Relationship dialog box, select the match fields for
the relationship.

To change relationships:

Change match fields

Select a new match field in the master file, the related
file, or both.

Change other options
for the relationship

Select or clear the options you want. (See “Defining
relationships for relational databases and lookups”
on page 12-10.)

1. In the master file, choose File menu > Define Relationships. Or,

choose the relationship name or Define Relationships from the
relationship list.

Choosing a different relationship for a portal

Relationship list

Important To display the data you expect in the portal, make sure all
fields use the same relationship as the portal. (A related field that
uses a different relationship displays only one occurrence of data.)

2. In the Define Relationships dialog box, select the relationship to
change, then select an option.

1. In Layout mode, double-click the portal.

To

Click

relationship, then click OK.

Delete the relationship

Delete, click Delete in the confirmation message,
then click Done. You should also delete all
references to the relationship in the master file.

3. If necessary, remove the existing related fields from the portal,

Quickly create a
similar relationship

Duplicate. To make changes, with the duplicate
relationship selected, click Edit. Then see step 3.

Change the relationship

Edit, then see step 3.

2. In the Portal Setup dialog box, for Show records from, choose a

then place new related fields that use the new relationship in the
portal.

Summarizing data in portals
You can summarize data that’s in portal rows. The portal can contain
records from a different related file or from the same file, using a
relationship defined from and to the current file (a self-join).
1. In Layout mode, create a calculation field in the master file. (See

“Defining calculation fields” on page 5-5 and “About formulas” on
page 12-1.)

Working with related files

2. Define a formula for the field that includes an aggregate function

for the type of summary calculation you want to perform. (See
“Aggregate functions” on page 12-7.)
For example, for a Total field, which calculates the total of values in
the related field Price (which is in a portal and uses the relationship
Line Items), define the following formula:

To

Do this

Prevent null (empty) data in the Select Don’t copy contents if empty. (Clear this
lookup source field from being option to allow empty data to be copied.)
copied to the lookup destination
field

Sum(Line Items::Price)

Defining lookups between files
Important Before you begin, be sure you understand the information
in “Relational databases and lookups: a comparison” on page 12-7.

8-13

Choose the
relationship to
use, or define a
new one
Select the
lookup
source field

Select an option
for non-equal data
in match fields

Deﬁning lookups
1. Define a relationship for the lookup (see “Defining relationships
for relational databases and lookups” on page 12-10).

When selected, prevents null
data from being copied

2. In the master file, choose File menu > Define Fields.
3. In the Define Fields dialog box, double-click the lookup

destination field (the field in the master file to copy data to). Or
create a field, then double-click it.

8. Click OK, click OK again, then click Done.

Keep these points in mind:

4. Click the Auto-Enter tab, then select Looked-up value.

• Be sure the lookup source field and lookup destination field are the
same field type; otherwise, you might get unexpected results.

5. In the Lookup dialog box, choose the relationship to use from the

• To change a lookup, in the Auto-Enter options, be sure Looked-up

relationship list.
in the related file to copy data from).

value is selected, click Specify, then make your changes. To stop or
suspend using a lookup, clear Looked-up value in the Auto-Enter
options.

7. Select options for the lookup.

• When data in the related file changes and you want the master file

6. In the list of field names, select the lookup source field (the field

To

Do this

Determine what to do when
For If no exact match, then, select an option to
values in the match fields do not copy no value, copy the next lower or next
match exactly
higher value that’s in the lookup source field,
or display a custom message or data. (In the
text box, enter the message or data, up to
255 characters.)

to contain the new values, you can look up the data again. For more
information, choose Help menu > Contents and Index, click the Index
tab, and type updating data.

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FileMaker Pro User’s Guide

Accessing related data from a third ﬁle
There may be times when you need to access values from a field
whose values are accessed from another file. You can’t directly
access a field in a file several relationships away that’s already used
as a related field in another file. However, you can define
intermediate calculation fields to access those fields that are more
than one relationship away.
Suppose you want data from a Part Name field (which is in a Parts
file) in an Invoices file. The Invoices file uses related data from a
Line Items file, and the Line Items file uses related data from the
Parts file. However, the Line Items file doesn’t use the Part Name
field from the Parts file. (The Invoices file uses other values from the
Line Items file, and the Line Items file contains some fields that the
Parts and Invoice files do not.)
Invoices
Customer ID

Using a calculation field in this way ensures that data in that field
(Part Name in the Line Items file) changes as the value in the Part
Name field in the Parts file changes, and prevents data duplication
errors from occurring.
To access data from a third file:
1. In the intermediate file, create a new field, and make the field a
calculation field.

In the example, create a Part Name field in the Line Items file.
2. Define a formula for the new field using the syntax:

Relationship name::Related field name
Relationship name is the relationship defined from the intermediate
file (in the example, Line Items file) to the first file (Parts file).
Related field name is the name of the field in the first file whose data
you want calculated (Part Name field in the Parts file) in the
intermediate file (Line Items file).
3. Use the new calculation field as a related field in the third file.

Agent Name

In the example, place the related field Part Name from the Line Items
file on a layout of the Invoices file.

Invoice ID
Order Date

Invoice ID
relationship

Part ID relationship
Line Items

Parts

Invoice ID

Part ID

Part ID

Unit Price

Unit Price

Part Name

Quantity

Extended Price
Part Name

Calculated field

Note You can also define a lookup in a field in an intermediate file
to copy data from a field in a third file, when you want the data to
remain unchanged in the intermediate file. You can then use that
field as a related field in a third file. In the example, the Unit Price
field in the Line Items file is a lookup to the Unit Price field in the
Parts file. The lookup uses the Part ID relationship.

Working with related files

Creating many-to-many relationships
In a one-to-one relationship, one record in the master file is related
to one record in the related file. In a one-to-many relationship, one
record in the master file is related to more than one record in the
related file. In FileMaker Pro, you can also create a many-to-many
relationship, in which more than one record in one database file is
related to more than one record in another database file, and more
than one record in that file is related to more than one record in the
first file. (In the example in the previous section, the Invoices file and
the Parts file have a many-to-many correspondence, because a
particular invoice may contain many products, and a particular
product may appear on many invoices.)
To create a many-to-many relationship between database files, create
a separate join file (or join table), which is related to the other two
files. A join file allows common data to be shared between the two
files.
Suppose you have two files, Employees and Classes. You want to
know which employees attend which training classes, and which
classes are attended by which employees. Before you create the join
file and define the relationships, the database files look like this:
Employees

Classes

Employee ID

Class ID

Name

Title

Department

Date

8-15

After you create a join file and define the relationships for the manyto-many correspondence, the database files look like this:
Relationships
Employees

EmpClass (Join file)

Relationships

Employee ID

Classes

Class ID

Employee ID

Employees In

Class ID

Name

Classes In

Title

Department

Date

Title

Name

Calculated fields

For more information about creating many-to-many relationships
between database files, choose Help menu > Contents and Index, click
the Index tab, and type many-to-many correspondence.

Chapter 9
Protecting databases with passwords and groups
When you store confidential information in your database files or
want to restrict users from modifying layouts or other database
elements, you need a security system to protect your file. This helps
ensure that records, fields, layouts, or scripts aren’t inadvertently
deleted or changed.
This chapter explains how to protect your FileMaker Pro files by setting
access privileges for passwords and groups. You’ll learn about:

3. In the Define Passwords dialog box, type the password that you or
others will use to access the file.

• Passwords can be up to 31 characters long and are not case
sensitive.

• Store your password in a safe place so you can retrieve it.
• You can limit access to a file but not require users to enter a
password by leaving the password area blank.

• setting passwords to limit access to all aspects of a file
• setting groups to limit access to specific elements within a file (like

4. Select the activities that users with this password can perform.

fields and layouts)

Select

To let users with this password

Access the entire file

Perform any task with records, layouts, and scripts.
This privilege creates a master password, and provides
access to all activities in a file.

Browse records

See data in records. (This option is always enabled.)
Define groups to limit which fields end users can view.

Print records

Print one or more records.

Defining passwords

Export records

When you define passwords for a file, you specify what data can be
accessed and what tasks can be performed. When a user opens the
file with a password, FileMaker Pro disables commands that aren’t
available for that password.

Export one or more records or access FileMaker Pro
sharing options, which allows users to share
FileMaker Pro data over a network, on the web, via
ODBC, or copy the found set.

Override data entry
warnings

Enter data that doesn’t match the validations set for a
field. (See “Defining field validation” on page 5-9.)

Design layouts

Create or change all layouts. Define groups to control
access to individual layouts.

Edit scripts

Create or change scripts. (Scripts can still be executed
by any user, although some script steps may be skipped
if a user has limited access).

Define value lists

Create or change value lists. (To modify a value list
from Browse mode, a user must have Create records or
Edit records access).

When you protect your database by preventing or limiting entry with
access privileges, users must enter a password in order to access your
database anywhere: on your computer, across a network, on the Web,
or from an ODBC client application.

To define passwords:
1. Open the file.
2. Choose File menu > Access Privileges > Passwords.

If you don’t see the Access Privileges command under the File menu,
you have opened the file with limited access, which changes the
menu command to Change Password. See the database administrator
for the master password.

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FileMaker Pro User’s Guide

Select

To let users with this password

Choose

To

Create records

Create records and enter data in them. This also enables
users to modify value lists in Browse mode if the
Include Edit item... option is enabled.

None

Disable all menu commands for the current file (except
common system commands and executing scripts).

Edit records

Change the information in (all) records. This also
enables users to modify value lists in Browse mode if
the Include Edit item... option is enabled. Define groups
to control access to specific fields or layouts.

All three options let users switch between database windows,
perform scripts on the Script menu, click buttons on layouts, open
FileMaker Pro Help, change application preference options, and
open, create, or close FileMaker Pro files.

Delete records

Delete one or more records.

6. Repeat steps 3 through 5 for additional passwords.

5. Choose a category for the menu commands that users with this

password can access, then click Create.

7. If you wish to limit access to specific fields or layouts, click

Groups and follow the steps in the next section, “Defining groups.”
8. Click Done.

Deselect to limit access
Blank
password

Select the
access
privileges for
users of this
password

Passwords
defined in
the file

Important After you define a master password, write it down and
store it in a secure place. If you forget it, you can’t regain full access
to the file. Also, you can define more than one master password.
Keep these points in mind:

Click to
associate
passwords
with existing
groups

• Even if you’re the only intended database user, it’s often a good
idea to protect a database with a password. This helps prevent others
from accessing your data or modifying the database structure.

Click to
define
groups

• Make passwords easy to remember, but not so easy that someone
can guess them. If you write down passwords, store them in a secure
place away from your computer.

Choose the menu commands
for users of this password

Choose

To

Normal

Enable all menu commands associated with the privileges you
selected in the previous step.

Editing Only

Enable commands that allow only basic data entry activities.
This menu set disables finding, sorting, access to layout mode,
and other options. Available menu commands also depend on
the level of access you selected in the previous step.

• FileMaker Pro access privileges work independently of operating
system access privileges—protect your files by using FileMaker Pro
passwords.
• You must have the appropriate access privileges to access data
from related files. For example, to add data to a related field, you
must have the privilege to edit or create records in the related file. If
related files or files with external scripts use the same password,
FileMaker Pro will re-use the password without prompting you.

Protecting databases with passwords and groups

• You can define a blank password that gives all users limited access
to a file. When the file is opened, anyone can press Enter or Return
to access the file. This option can be used to allow limited access to
the file without needing to know or enter a password. When
accessing a file with a blank password on the Web, the blank
password is automatically used. This means all web users have
access to the privileges assigned to the Blank password.

When a blank password is defined,
users can open the file without
specifying any password.

• You can set a default password that is automatically used when the
file is open. This provides access to anyone who opens the database
file by bypassing the password dialog box. To set a default password,
choose Edit menu > Preferences > Document. Enable Try default
password, then type a password that you already defined. Users will
have the level of access that is attached to that password. To
temporarily bypass the default password and enter a different one,
press Shift (Windows) or Option (Mac OS) while opening the file.

9-3

To

Do this

Change a password if
you know the master
password

Choose File menu > Access Privileges > Passwords.
Select the password in the Define Passwords dialog
box. Edit the password, revise the privileges, then
click Change. Click Done. When prompted, type the
master password, then click OK.

Change your own
Choose File menu > Change Password. Type the old
password if you don’t
password. Type the new password, type it again to
know a master password confirm it, then click OK.

Important If you are not the only user of a file, do not modify a
password until you notify other users.

Defining groups
After you define passwords, define groups to restrict access to
specific fields and layouts. For example, if you want end users to
enter and edit data in some (but not all) of the fields, use groups to
specify which fields can be accessed.
To define a group:

• In the Define Passwords dialog box, you can use the Browse records,

1. Open the file using the master password.

Edit records, and Delete records options to protect certain records
within a file, based on a calculation. For more information, choose
Help menu > Contents and Index, click the Index tab, and type recordlevel security.

• If you haven’t defined passwords, follow the steps in “Defining
passwords” on page 12-1, then click Groups in the Define Passwords
dialog box.

• You must be the only one accessing the file when defining groups.
2. Choose File menu > Access Privileges > Groups.

Deleting or changing passwords
To

Do this

Delete a password

Choose File menu > Access Privileges > Passwords.
Select the password in the Define Passwords dialog
box, then click Delete. In the confirmation dialog
box, click Delete, then click Done. When prompted,
type the master password, then click OK.

3. In the Define Groups dialog box, type a name for the group, then

click Create.
4. Click Access to assign privileges to groups.

To add multiple groups, specify additional group names before
clicking Access.

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FileMaker Pro User’s Guide

Click to associate
passwords with
a group

Groups
defined in
the file

Click to define or
change passwords

Type a new
group name

5. In the Access Privileges dialog box, select the group to set
additional privileges.
Master password

7. Set the access privileges for specific layouts and fields by clicking

the bullets next to them.
To make a field or layout

Do this

Accessible (available for editing)

Click the bullet next to the field or layout
until it is black ( ).

Read only (can be viewed but
not edited)

Click the bullet next to the field or layout
until it is clear ( ).

Not accessible (cannot be viewed
or edited)

Click the bullet next to the field or layout
until it is gray ( ).

8. Click Save to save the current settings or click Revert to return the
settings to the way they were last saved.
9. Click Done to return to the Define Groups dialog box, then click

Done again to close the dialog box.

Selected group

To modify privileges for groups, return to the overview (choose File
menu > Access Privileges > Overview). The overview shows what
passwords are associated with each group, and the what fields and
layouts each group can access.
In the example on the next page, when the Sales group is selected in
the overview, you see:

Key

Access privileges overview for the Marketing group

6. Assign passwords for the group by clicking the bullet next to each
password.

Click the bullets, not the name of the password. A solid bullet
indicates that the group is using the password. A gray bullet indicates
that the password is not used by the selected group. In the example
above, the Marketing group uses the Car password. The master
password, Train, is displayed in bold text.

• Users who enter the password

Airplane are associated with the
Sales group. This is evident because the bullet next to the password
is Accessible (black).

• Users in the Sales group can view, but not edit the field contents
regardless of which layout they’re on. This is because all fields for
the Sales group are set to Read only. They cannot view any data on the
Margin Report or Advertising Costs layouts because the privileges are
set to Not accessible.

Protecting databases with passwords and groups

• In the previous example (the Access privileges overview for the
Marketing group), users who enter the Car password can view and
edit the records using the Product List, Price List, and Advertising Cost
layouts. They can view, but not edit data on the Current Inventory
layout and cannot view or edit records using the Margin Report layout.
Additionally, they can’t view or edit the Cost and No. in stock fields,
and can only view data in the Status field, regardless of which layout
the fields are on.

9-5

• You can associate a group with more than one password. For
example, you can assign separate passwords for each person in an
accounting group. All users have access to the same layouts and
fields (determined by the group), but only the managers can make
changes to the file (determined by their passwords).
• Users don’t need to know about groups. They enter the password
that is associated with their group.
Tip To see the associations between layouts and fields, choose File
menu > Access Privileges > Overview. You must be the only person
using the file to access the overview. For example, if you want to
delete a field but aren’t sure which layouts will be affected, select the
field in the Access Privileges dialog box. Layouts with solid bullets
contain the selected field.

Deleting or changing groups
Access privileges overview for the Sales group

Keep these points in mind:

• Groups give database administrators a way to manage access to
specific layouts or fields. If you don’t need to restrict access to
specific layouts or fields, simplify your access privileges by using
only passwords.

• Master passwords provide access to the entire file.
• You can associate the same password with more than one group.
For example, to give an accountant access to the layouts and fields
for both the Sales and Inventory groups, associate the accountant’s
password with both groups.

To delete or change groups, you must use the master password to
open the file and be the only person using the file.
To

Do this

Delete a group

Choose File menu > Access Privileges > Groups. Select
the group name, then click Delete. In the confirmation
dialog box, click Delete, then click Done.

Change password
associations or access
privileges for a group

Choose File menu > Access Privileges > Overview.
Select a group, then click the bullets next to the
passwords, layouts, and fields you want to change.
Click Save, then Done.

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FileMaker Pro User’s Guide

Passwords and groups: a comparison
Passwords and groups are related. Passwords limit what users can do
and groups limit the layouts and fields they can see. You specify
access privileges for both passwords and groups.

• For passwords, specify access privileges that limit a user’s
activities with the entire file (all the records, fields, layouts, etc.). For
example, one password might let users create and edit records, but
another might only let them browse records.

• For groups, specify privileges that limit access to specific layouts
and fields. For example, you can give the Sales group access to one
set of layouts and fields and the Marketing group access to a different
set. This keeps each group’s information private within the same
database.

• Group access privileges may take precedence over password
access privileges. For example, if a password allows users to edit all
fields in all records, but a group only gives those users read-only
access to fields, they cannot edit the data in the fields, regardless of
the password privileges. However, a group cannot provide additional
access over passwords. For example, if a password only permits
users to browse records, the group cannot provide full access to a
field or layout.

Chapter 10
Creating scripts to automate tasks
FileMaker Pro includes the ScriptMaker™ feature, which you can
use to automate many tasks, including switching to another layout,
switching to another mode, and finding, sorting, and printing
records.

For example, when you click the Letter button on the Client Entry
layout, a script displays the Letter layout. Then the script switches to
Preview mode and pauses so you can see what the letter looks like
when it prints.

This chapter tells you how to use ScriptMaker to:

• plan scripts
• define scripts
• define buttons to perform script commands

Buttons on a layout

Note Some FileMaker Pro script steps are available when you
publish a database on the Web using FileMaker Pro Web Companion
Instant Web Publishing. For details, choose Help menu > Contents
and Index, click the Index tab, and type instant web publishing,
scripts.

When you click the Letter
button, FileMaker Pro
performs the Print Letter script

FileMaker Pro has limited support for the ActiveX Automation
(Windows) and AppleScript (Mac OS) and Apple events external
scripting protocols.
Support for ActiveX Automation, Apple events, and AppleScript is
documented in Help. Choose Help menu > Contents and Index, click
the Index tab, and type ActiveX Automation, Apple events, or
AppleScript.

About scripts
A script is a command that tells FileMaker Pro to carry out one
action or a sequence of actions. You perform a script to carry out its
actions. You can choose a script from the Scripts menu or attach a
script to a button.

Click to continue the
script—FileMaker Pro
prints the letter, and then
returns to the Client Entry
layout in Browse mode

Scripts help you do a job the same way every time. They carry out
simple steps, like changing the printing orientation for envelopes, or
complex tasks, like preparing a large mailing.
Use scripts to combine and automate tasks like:

• switching to another layout or mode
• finding, sorting, and printing records

10-2

FileMaker Pro User’s Guide

• importing data from the same source
• dialing phone numbers
You can perform additional scripts, called subscripts, within a script.
Subscripts make it easy to break a complex task into small tasks. For
example, you can find customers with a balance due with one script,
and then print form letters requesting payment with another script.
The first script contains a command that performs the second script
(the subscript). If a subscript is in a different file, it’s called an
external script.

The files you work with may already have scripts and buttons that
you can use. For example, the template files included with
FileMaker Pro have buttons that make using the file easier.
To

Do this

Perform a script from the
Script menu

Choose the script name from the Script menu.

Perform a script from the
Define Scripts dialog box

Choose Script menu > ScriptMaker. Select the script
name, and then click Perform.

Perform a script using a
keyboard shortcut

Type the keyboard shortcut that’s listed next to the
script in the Script menu. (See “Listing scripts in
the Scripts menu,” on page 12-11.)

Perform a script from a
button

Switch to a layout that contains a button for the
script. In Browse or Find mode, click the button.

Perform a script when
opening or closing a
FileMaker Pro file

In the Document Preferences dialog box, set the
option to perform a startup or shutdown script. See
“Setting document preferences,” on page 12-5.

Continue a script after it
pauses

Click Continue in the status area, or press Enter or
Return. If you switch layouts while a script is
paused and then continue the script, the remaining
script steps occur in the new layout.

Stop a paused script

Click Cancel in the status area, switch to another
mode, close the active window, or quit
FileMaker Pro.

With FileMaker Pro, you can:

• define a script that pauses to let you do unscripted tasks, like
entering data. When you resume the script, FileMaker Pro performs
the remaining script commands.

• save settings, like find requests and sort orders, in a script.
• print the commands and settings that make up a script. (See
chapter 4, “Previewing and printing information,” for additional
information on printing from FileMaker Pro.)

• define passwords that prevent other users from defining or
changing scripts. (See “Defining passwords,” on page 9-1.)

• perform a startup script, a script that runs when you open a
FileMaker Pro file. For example, a startup script can switch to a data
entry layout whenever you open a customer order database.
FileMaker Pro can also perform a shutdown script every time you
close a file. (See “Setting document preferences,” on page 12-5.)
email account).

Stop a script (except when Press Esc (Windows) or Command+Period
it is paused)
(Mac OS), hide or close the active window, or exit
out of FileMaker Pro. If the script contains a Close
or Toggle Window step that hides the active
window, FileMaker Pro stops the current script and
returns to the script that called it (if there is one).

• launch Web browser software and have it display a specified URL
(Web address—this requires an account with an Internet service
provider).

Note You can’t stop a script that contains the Allow User Abort
[Off] step.

• send Internet mail using a separate email client (this requires an

For a description of the various types of scripts you can perform, see
“About ScriptMaker steps,” on page 12-6.

Creating scripts to automate tasks

Creating scripts: an overview
Whether your FileMaker Pro scripts are simple or complex, you will
find that it is easier to create them if you:

• plan the script before you define it.
• perform certain operations, like Find requests and Sort order,
before you open ScriptMaker, thus making it easier to store the
parameters for these requests. See “Storing settings before creating a
script” on page 12-4 for more information.
Once you have a clear idea of how your script will be constructed and
have stored any necessary settings, you are ready to define the script.

Planning scripts
Just as you wouldn’t attempt to write a report without an outline, you
shouldn’t attempt to write a script without some forethought and
planning. Consider these points before defining a script:

• What do you want to accomplish? Can you separate the job into
smaller tasks? If so, define a subscript for each small task, and then
define a script that performs the subscripts. It’s usually easier to
design and test several small subscripts than one complex script. This
modular approach also lets you reuse your subscripts in other scripts.

• Is all the data you need in one file, or will the script operate on more
than one file? If you’re using multiple files, which ones should the
script open? Where should you define the script?

10-3

• Which fields and layouts will the script need? Some steps require
a field to be on the current layout (like Go to Field, Insert Text, Insert
Calculated Result, and Replace), while others, such as Set Field,
don’t. Use Go to Layout to switch to a layout that has the fields your
script requires.
• Should the script switch among modes? For example, use Enter
Browse Mode before modifying data in fields and records, and use
Enter Find Mode before setting up a find request or finding data.
• Should the script work on all records in the database, the current
found set, or a specific set of records? What if no records are found?
Use one of the find or omit steps to set up the correct records.
• Which record should the script start with? For example, when
using the Loop step, decide whether the loop starts at the first or last
record, a specific record, or the current record in a found set. Use
Go to Record/Request/Page to select a starting record.

• How should the script advance through multiple fields and
records? Use navigation steps to move through a found set.
• Should the records be sorted before the script processes them? If
you use the Loop step, use Sort or Unsort before the loop to order
your records properly.
• When should the script finish? After all records have been
processed? After a specified condition has been met? Use the If step
to perform a task when the script reaches a specified condition.
• How will you document your script design? Use the Comment step

scripts,” on page 12-12.)

to make your scripts readable and understandable. This is especially
important if others will be maintaining a database that you create.

• Will the script contain steps for print setup (Windows), page setup

• How will you test your script? Use the Pause/Resume Script step

(Mac OS), printing, importing, finding, sorting, or exporting? If so,
what settings should you store before defining the script? (See
“Storing settings before creating a script,” on page 12-4.)

to pause at specific points in your script. For example, if you are
testing a script with a Loop step, placing a Pause/Resume Script step
in the middle of the loop may allow you to see if your loop is working
as intended. You can remove the Pause/Resume script step when
your script is working properly.

• How will users perform the script? (See “Using buttons with

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FileMaker Pro User’s Guide

Tip Save a clone (or copy) of your database, and then define and test
your script in it to preserve the original data. After testing the script,
import data from the original file into the clone, or use the Import
Script feature to import this script into your database. See “Importing
scripts” on page 12-11, for more information on this feature.

Storing settings before creating a script
When you define a script, FileMaker Pro saves the current settings
for importing, exporting, finding, sorting, and print setup (Windows)
or page setup Mac OS). When these script steps are placed in your
script, FileMaker Pro can restore settings for these actions when you
perform the script.
To store settings for a script, specify them before adding Print or
Page Setup, Print, Import Records, Perform Find, Sort, or Export
Records steps to a script.
To specify

Do this

Print setup (Windows) Choose File menu > Print Setup or Page Setup. Select the
Page setup (Mac OS) settings you want, then click OK. See “Preparing to
print,” on page 4-2.
Import order

Import records using the field order you want to store.
See “Importing data into FileMaker Pro,” on
page 12-2.

Find requests

In Find mode, create the find requests. You don’t have
to click Find to perform the requests. See “Finding
records,” on page 3-1.

Sort order

In Browse mode, choose Sort from the Mode menu,
and then choose the fields you want to sort by and the
sort order. Click Done. You don’t have to actually
perform the sort. See “Sorting records,” on page 3-8.

Export order

Export records using the field order you want to store.
See “Exporting data from FileMaker Pro,” on
page 12-6.

Keep these points in mind:

• To use the settings when you perform the script, select the Restore
option for the Print Setup (Windows) or Page Setup (Mac OS),
Import Records, Perform Find, Sort, or Export Records steps.
• A script can store only one of each type of setting, for example, one
set of find requests and one sort order. If you need more than one,
define a subscript that stores different settings.
• To see the settings you stored with a script, print the script
definition. You can print the definition for a single script or all scripts
by clicking the Print button in the Define Scripts dialog box.
• You can enter settings when you perform a script instead of using
stored settings by specifying that FileMaker Pro display a dialog
when the script step is executed.
For example, if you add a Sort step and deselect the Restore sort order
and Perform without dialog options, the Sort dialog box appears when
you perform the script and displays the last sort used in the file. If
you select Restore sort order and deselect Perform without dialog, the
dialog box displays default settings that the user can perform or
modify.

Deﬁning scripts
Define scripts in ScriptMaker by choosing steps and arranging them in
the order you want FileMaker Pro to perform them. If you’re using a
subscript, define it first, and then define the script that calls (uses) it.
1. If you’re defining a script that uses Print Setup (Windows) or Page
Setup (Mac OS), Import, Export, Find, or Sort, first store the settings
for the script.
2. Choose Scripts menu > ScriptMaker.
3. In the Define Scripts dialog box, type the name of the new script,

then click Create.
4. In the Script Definition dialog box, choose steps for the script.

Creating scripts to automate tasks

The options in this dialog box are described in more detail in the
following sections.

To

Do this

Add a subscript

Select Perform Script in the Available Steps list, and
then click Move. Select the Perform sub-scripts option,
and then choose the subscript from the pop-up menu.
Choose External Script if the subscript is in a different
file.

Add a pause in the
script

Select Pause/Resume Script in the Available Steps list,
click Move, and then specify the options. Or add a step
with the Pause option and set the option.

Scripts defined in the file
Scripts with
checkmarks
appear in the
Script menu
Drag the double
arrow to reorder
the script in the
Script menu

Choose steps from this list
Display steps by category

Type the name
of a new script
Select to include the selected script in the Script menu

10-5

Steps in the script

Options for a
step appear
inside brackets

Click to add a new script

FileMaker Pro includes default steps when you create a script. You
can change or delete these steps.

Drag the double
arrow to reorder
the step

To

Do this

Add steps

Select one or more steps from the list of available
steps, and then click Move. Select options for the step,
if they’re available.

Set options for
the selected
step

Delete steps

Select one or more steps in the script, and then click
Clear or press the Delete key

Delete all steps

Click Clear All

Duplicate steps

Select one or more steps in the script, and then click
Duplicate.

Change step options

Select a step in the script, and then change the options.

Change step order

Drag the double arrow to move a step.

5. Click OK.
6. To list the script in the Script menu, select Include in menu in the

Define Scripts dialog box.
7. Click Done.

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FileMaker Pro User’s Guide

About ScriptMaker steps
A step is a FileMaker Pro command that you use in a script. Steps are
similar to the commands you access through FileMaker Pro menus.
For example, you can create a record by choosing New Record from
the Records menu, or you can perform a script that contains the New
Record/Request step.

Control script steps
Use this step

To

Perform Script

Perform another script

Pause/Resume Script

Pause a script, or resume a paused script

Exit Script

Exit the current script

Keep these points in mind:

Halt Script

Stop performing all scripts

• Some newer steps such as Perform Find/Replace and Open Find/

If

Perform steps if a calculation is True (not zero)

Replace are documented only in Help.

Else

Perform another set of steps if a calculation is False
(zero)

End If

Mark the end of an If statement

Loop

Repeatedly perform a set of steps

Exit Loop If

Exit a loop if a calculation is True (not zero)

End Loop

Mark the end of a loop

Allow User Abort

Allow or prevent users from stopping a script

Set Error Capture

Allow or prevent error messages from displaying.
Use this step to change the way FileMaker Pro
handles error messages.

• Many steps have options that you specify when you define a script.
For example, you can specify a field name in the Go to Field step.
FileMaker Pro Help contains detailed information about steps and
options.

• Some steps, like Paste and Insert Text, can only be performed in
certain modes or when a specified field is on the current layout.

• Some steps can display a dialog box when you perform a script. For
example, a script with the Sort step can display the Sort dialog box
so you can enter a sort order.

• To specify a related field in a step, choose a relationship from the
relationship list at the top of the Specify Field dialog box. Then select
a related field.

Navigation script steps

• You can use status functions in steps to monitor the state of your

Use this step

To

Go to Layout

View the specified layout

database. For example, a script can check whether a file is sorted. Or
it can display a customized message that tells users what to do when
a found set is empty.
For a list of status functions and some examples of their usage, see
chapter 11 and FileMaker Pro Help.

• For information about using script steps with OLE objects, see
FileMaker Pro Help. Choose Help menu > Contents and Index, click
the Index tab, and type OLE objects,scripting.

Go to Record/Request/Page Move to a record in the found set in Browse
mode, a find request in Find mode, or a page in
Preview mode
Go to Related Record

Move to the current related record in a related file

Go to Portal Row

Move to a portal row

Go to Field

Move to a field on the current layout

Go to Next Field

Move to the next field on the current layout

Creating scripts to automate tasks

10-7

Use this step

To

Use this step

To

Go to Previous Field

Move to the previous field on the current layout

Paste

Paste the contents of the Clipboard into a field

Enter Browse Mode

Switch to Browse mode

Clear

Enter Find Mode

Switch to Find mode

Delete the contents of a field without copying the contents to
the Clipboard

Enter Preview Mode

Switch to Preview mode

Select All

Select the entire contents of a field

Sort, find, and print script steps

Fields script steps
Use this step

To

Set Field

Replace the contents of a field with the result of a
calculation. The field doesn’t have to appear on the
current layout.

Insert Text

Insert a text string into a field

Show records that aren’t in the found set

Insert Calculated
Result

Insert the results of a calculation into another field on the
current layout

Omit Record

Leave the current record out of the found set

Insert from Index

Insert a value from the index into a field

Omit Multiple

Leave a number of records, starting from the current
record, out of the found set

Insert from Last
Record

Perform Find

Find records that match the current find request(s)

Insert data from a field in the last active record into the
same field in the current record or find request. (The last
record to contain an insertion point in a field is the active
record.)

Modify Last Find

Change the last find request(s)

Insert Current Date

Insert the current system date into a field

Print Setup (Windows)

Set Print Setup (Windows)or Page Setup (Mac OS)
options for printing, like horizontal or vertical
orientation

Insert Current Time

Insert the current system time into a field

Insert Current User
Name

Insert the name of the current user into a field. (The user
name is specified in the application’s general
preferences.)

Insert Picture

Insert a picture into a container field. (To insert the
picture the container field must be active when the step
is executed.)

Insert QuickTime
(Windows)

Insert a QuickTime movie into a container field. (To
insert the movie the container field must be active when
the step is executed.)

Use this step

To

Sort

Order records in the found set

Unsort

Restore records to the order in which they were
created

Show All Records

Show all records in the file

Show Omitted

Page Setup (Mac OS)
Print

Print information from the current file

Editing script steps
Use this step

To

Undo

Undo the last action

Cut

Delete the contents of a field and put them in the Clipboard

Copy

Copy the contents of a field, or a page in Preview mode,
to the Clipboard

Insert Movie
(Mac OS)

10-8

FileMaker Pro User’s Guide

Use this step

To

Windows script steps

Insert Object

Insert an embedded or linked object into a container
field

Use this step

To

Freeze Window

Stop updating the window (hide actions from users)

Refresh Window

Redraw the screen, or resume updating after Freeze
Window

Scroll Window

Scroll the window up, down, or to the current
selection

Toggle Window

Hide (Mac OS) or change the size of the window

Toggle Status Area

Show, hide, or lock the status area

Toggle Text Ruler

Show or hide the text ruler

Set Zoom Level

Reduce, enlarge, or lock the contents of a window

View As

View records individually, in a list, or as a table

(Windows)
Update Link
(Windows)

Update an OLE link in a container field

Records script steps
Use this step

To

New Record/Request

Add a record or find request

Duplicate Record/Request

Duplicate a record or find request

Delete Record/Request

Permanently delete the current record or find
request

Delete Portal Row

Permanently delete the current portal row. Use
Go to Portal Row to specify which is the current
row.

Revert Record/Request

Return the current record or find request to the
way it was before you added or changed its data

Exit Record/Request

Exit the current record or find request to update
the field data and make no field active

Copy Record

Copy the contents of the current record to the
Clipboard

Copy All Records

Copy the contents of the found set to the
Clipboard

Delete All Records

Permanently delete all records in the current
found set

Replace Contents

Change the contents of a field in all records in
the found set

Relookup Contents

Update a lookup value in records in the found set

Import Records

Bring data from another file into the current file

Export Records

Save data in a format you can open in another
application

Files script steps
Use this step

To

New

Create a file

Open

Open a file. Subsequent steps operate in the file that
contains the script, not the file just opened.

Close

Close a file

Change Password

Modify the password utilized by the current user

Set Multi-User

Set network access for the current file to On, On
(Hidden), or Off

Set Use System
Formats

Use date, time, and number formats saved with the
current file, or use the system formats

Save a Copy as

Save a copy of the current file

Recover

Recover a file

Creating scripts to automate tasks

10-9

Spelling script steps

Miscellaneous script steps

Use this step

To

Use this step

To

Check Selection

Check the spelling of the current text selection

Show Message

Display an alert message

Check Record

Check the spelling of text in the current record

Show Custom Dialog

Check Found Set

Check the spelling of all fields in all records in the
found set

Define a custom dialog box that may include user input
fields

Allow Toolbars

Hide the FileMaker Pro toolbars, and disable or enable
the toolbar menu commands

Beep

Play the system beep sound

Speak

Speak a text string of field contents

Correct Word

Display Spelling dialog box so you can correct a
misspelled word. Spell check as you type (in the
Spelling area of the Document preferences) must be
on.

(Mac OS)
Spelling Options

Display the Spelling Options dialog box

Select Dictionaries

Display the Select Dictionaries dialog box

Edit User Dictionary

Display the Edit User Dictionary dialog box

Dial Phone

Dial phone numbers (not supported in Mac OS X)

Open URL

Open a URL

Send Mail

Send email with the To, Cc, Subject, and Message
fields as specified in script step options

Open Menu Item script steps

Set Next Serial Value

Reset the next serial value in an auto-entry serial
number field

Use this step

To

Open Application
Preferences

Display the Application Preferences dialog box

Send DDE Execute
(Windows)

Send a Dynamic Data Exchange (DDE) command to
another application

Execute SQL

Execute any SQL statement

Open Document
Preferences

Display the Document Preferences dialog box

Send Message
(Windows)

Start an application, or open or print a document in
another application

Open Define Fields

Display the Define Fields dialog box

Open Define
Relationships

Display the Define Relationships dialog box

Send Apple Event
(Mac OS)

Send an Apple Event (AE) command to another
application
Perform an AppleScript

Open Define Value
Lists

Display the Define Value Lists dialog box

Perform AppleScript
(Mac OS)
Comment

Add notes to a script to describe a step

Open Help

Display the FileMaker Pro Help system contents
window

Flush Cache to Disk

Save the FileMaker Pro internal cache to disk

Display the Define Scripts dialog box. FileMaker Pro
stops performing a script after this step.

Exit Application
(Windows)

Close all files and exit FileMaker Pro

Open ScriptMaker
Open Sharing

Display the File Sharing dialog box

Quit Application
(Mac OS)

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FileMaker Pro User’s Guide

Changing scripts
1. Choose Scripts menu > ScriptMaker.
2. In the Define Scripts dialog box, select a script name.
3. In the Script Definition dialog box, change the script steps, and
then click OK.
To

Do this

Add steps

Select the steps in the Available Steps list, and then click
Move. Select options for the step, if they’re available.

Delete steps

Select one or more steps in the script, and then click Clear
or press the Delete key

Change step options Select a step in the script, and then change the options.
Change the order of
steps

Note If you’re changing a script that was created with FileMaker Pro
for Windows, steps that work only in Windows are displayed in italics.
If you’re changing a script that was created with FileMaker Pro for the
Mac OS, steps that work only on a Mac OS–based computer are
displayed in italics. Options that are displayed in italics may only be
changed on the platform on which they were created.

Duplicating, renaming, or deleting scripts
To

Do this

Quickly create a similar script or
scripts

Select the script or scripts and click
Duplicate.

Change the name of the script

Edit the name in the Script Name box,
and then click Rename.

Add the script to the Script menu

Select Include in menu.

Remove the script from the Scripts
menu

Deselect Include in menu.

Drag the double arrow to move a step.

If your script contains steps that allow you to store FileMaker Pro
settings, like Page or Print Setup, Import Order, Find Requests, Sort
Order, and Export Order, you will see the Script Settings dialog box.
Specify whether to keep the settings you have previously stored for
these steps or replace them with the settings that were in use prior to
opening the script. Click OK after you have made your changes.

Click Done to finish, or click Edit to change the steps in the script.

Deleting scripts
1. Choose Scripts menu > ScriptMaker.
2. In the Define Scripts dialog box, select the name(s) of the script or

scripts, then click Delete.
3. Click Delete again, then click Done.
Dimmed options aren’t available
in the current script
Select an option to keep or
replace all occurrences of that
setting type (for example, all sort
orders) stored with the script

Important When you delete a script, change scripts and buttons that
refer to the deleted script.

Creating scripts to automate tasks

Importing scripts
FileMaker Pro allows you to import scripts from other
FileMaker Pro databases.

10-11

• When importing a script that references a relationship:
• There must be an identically named relationship in the source
and destination file.

• The field names and types must be the same.

Many scripts reference fields (local and related), layouts, records,
and other scripts (local and in external files). In addition, some script
steps, such as Set Field, Insert Calculated Result, Replace, etc., may
have field references embedded in calculations. While these
references may be valid in the original file, it is possible that they will
be invalid in the file into which they are being imported.

If all of these conditions are not met, the unmatched items will have
the word  appended to them within the script.

To minimize the loss of information, FileMaker Pro attempts to map
field, relationships, scripts, and layout references based on their
names. Fields, relationships, scripts and layouts that cannot be
mapped are marked as unknown, and should be edited and corrected
before the script is performed.

• Information stored in scripts (for example, Find requests, Sort
order, Import field order, and Export field order) will attempt to be
mapped to original fields using the above rules. If no original
matching field can be found, the unmapped fields will be replaced
with the word .

When you import a script, you might need to edit the script to make
sure that all references are valid and appear as intended. Always
review your imported script prior to performing it for the first time.

To import a script
1. Open the file into which the script will be imported.
2. Choose Scripts menu > ScriptMaker.
3. Click the Import button.
4. Open the file that contains the script(s) you want to import.
5. In the Import Scripts dialog box, place a check mark next to the
script(s) you want to import.
6. Click OK, then click OK again.

Keep these points in mind:

• During script import, the match for field and relationship names is
not case sensitive.

• When importing script steps that contain calculations (for example,
If, Set Field, and Insert Calculated Result), FileMaker Pro matches
field name and field type. If a match is not found, the word
 will appear in place of the missing field.

• When importing scripts that contain the Perform Script step, the
link between scripts will be retained only if the linked scripts are
imported at the same time. If a script with the same name is already
present in the target file, no attempt will be made to link between the
two scripts. If the Perform Script step references an external script,
the imported script will also reference the external script.

Listing scripts in the Scripts menu
FileMaker Pro lists scripts in the Script menu and assigns keyboard
shortcuts, like Ctrl+1 (Windows) or Command+1 (Mac OS), to the
first ten scripts.
To change the order of scripts in the Scripts menu:
1. Choose Scripts menu > ScriptMaker.
2. In the Define Scripts dialog box, drag the double arrow to the left
of the script name to a new position.

10-12

FileMaker Pro User’s Guide

3. To add or delete a script from the menu, select the script, then
select or deselect Include in menu.

Deﬁning buttons
Use the following steps to create a button labeled with text.

Scripts with checkmarks will appear in the Scripts menu.
4. Click Done.

Note To create another type of button (for example, a circle with a
graphic), see FileMaker Pro Help.

Using buttons with scripts

1. If you’re defining a button that performs an entire script, create the
script.

A button is an object on a layout that you can click to perform one
script step or an entire script.

See “Defining scripts,” on page 12-4.
2. In Layout mode, choose a layout, then click the button tool.

Buttons
Button tool

When you click the
Letter button,
FileMaker Pro
performs the Print
Letter script

Button border

If tools don’t appear on the layout,
click the status area control

3. Drag the crosshair pointer on the layout to draw the button.
4. In the Specify Button dialog box, select a step, set step options (if
they’re available), select a button style, and choose whether the
pointer will change to a hand cursor when it is over the button. Then
click OK.

See “About ScriptMaker steps,” on page 12-6.

Creating scripts to automate tasks

10-13

To

Do this in Layout mode

Change the
appearance of a
button

See “Setting color, pattern, line width, and object effects,”
on page 7-14.

Change a button
label

See “Formatting text,” on page 7-12.

Copy a button

When you copy a button, you copy the object and the
button definition. If you copy a button from another file,
change the button definition if fields, layouts, or scripts
don’t match. See “Copying, duplicating, and deleting
objects,” on page 6-13.

Change a button
definition

Double-click the button. In the Specify Button dialog box,
select a step and options, then click OK.

6. Switch to Browse or Find mode to use the button.

Delete a button

Select the button, then press Delete or Backspace.

Keep these points in mind:

Example of a ScriptMaker script

Set options
for the step

Select a
button style

Select
a step

5. At the insertion point, type a label for the button, and then press

Enter on the numeric keypad.

• To show borders around buttons in Layout mode, choose
View menu > Show > Buttons. See “Setting color, pattern, line width,
and object effects,” on page 7-14.

• To set buttons so they don’t print, see “Keeping objects from

The following script shows one way to find duplicate records in your
database. It demonstrates the use of a global field, a stored Find
Request, a stored Sort order, and the If and Loop script steps.

printing,” on page 7-25.

Finding duplicate records

• FileMaker Pro doesn’t store settings (like find requests) with a

In this example, a travel agency uses a registration database to track
clients who sign up for a cruise seminar. The database contains
duplicate records because some clients called the travel agency to
sign up and also mailed in a registration form for the same seminar.

button, but you can define a script that stores the settings and then
define a button to perform it. See “Storing settings before creating a
script,” on page 12-4.

Copying, changing, or deleting buttons

The following sections explain how to set up a database and define a
script to find duplicate records.

To

Do this in Layout mode

Select a button

Use the selection tool. See “Selecting objects,” on
page 6-12.

Note For this example, you should understand global fields and
know how to define fields. See “Defining global fields,” on page 5-8.

Move a button

Using the selection tool, drag the button. See “Moving
objects on a layout,” on page 6-14.

1. Create a unique value for each record.

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FileMaker Pro User’s Guide

The Seminar file contains records of clients who register for a
seminar. Each client has a unique identification code, the Client ID
field, which is a concatenation of the clients’ last name and phone
number. Some records contain the same identification number—
these are the duplicate records you want to find.

5. Define the script.

In ScriptMaker, define the Find Duplicates script.

Tip If your database doesn’t have a unique identification field, define
a calculation field to create one from existing fields. For example,
combine first name, last name, and birthday to create a unique
identification for each client.
2. Add two fields.

Define these fields in the Seminar file:

• A text field, called

When you perform the Find Duplicates script:

• A global field, called

1. It finds all records, and then sorts them by the ClientID field so
that records with the same ClientID are grouped together.

Mark. When the script finds a duplicate record,
it places an x in this field to mark the record.
Global, to store the unique identification
while comparing records. Global should be the same data type as the
Client ID field.

2. Starting with the first record, the script copies the value from the
ClientID field into the Global field.

3. Display the Mark field.

Create a layout that displays the Mark field, or add the field to an
existing layout. You’ll use this layout to store Find settings in the
following step.

Record 5

Mark

Record 3

4. Store settings.

Mark

Record 2

Store Sort and Find settings for the script.

Record 1

To store this setting Do this

Client ID
aaa

Sort

In Browse mode, choose Sort from the Mode menu. If
fields appear in the Sort Order list, click Clear All.
Click ClientID, choose Ascending order, click Move, and
then click Done.

Find

Choose a layout that displays the Mark field. In Find
mode, type x into the Mark field, and then switch to
Browse mode. (You don’t have to perform the find
request.)

Mark

Record 4

Mark
Mark
Global
aaa

Global
aaa

Global
aaa

Global
aaa

Global
aaa

3. The script goes to the next record and compares the value in
ClientID with the value in Global.

• If the values match, the record is a duplicate and the script puts an
x in the Mark field.

Creating scripts to automate tasks

Record 5
Mark

Record 4
Mark

Record 3
Record 1
Client ID
aaa

Mark

Record 2
Mark

Client ID
aaa

Global
aaa

Mark
X
Global
aaa

Global
aaa

Global
aaa

Global
aaa

• If the values don’t match, FileMaker Pro copies the ClientID value
into Global. It doesn’t change the Mark field.
4. The script repeats step 3 until it reaches the last record in the file.

Record 5
Mark

Record 4
Mark

Record 3
Record 1
Client ID
aaa

Mark

Record 2
Mark
Global
aaa

Client ID
bbb

Mark
X
Global
aaa

Global
bbb

Global
bbb

Global
bbb

5. The script finds all records with an x in the Mark field, and then
displays the found set of duplicate records.

10-15

Chapter 11
Using formulas and functions
This chapter:

• introduces formulas and functions
• lists the places you can use formulas and functions
• shows the components of formulas
• describes operators you can use in formulas
• gives a brief description of all functions
See Help for more detail and examples for each function, and for
information on some newer logical, design, and status functions.

About formulas
A formula is a specific operation on one or more values in the
database. For example, suppose your file contains two number fields,
Unit Price and Quantity, and one calculation field, Extended Price.
You want to calculate a value for Extended Price in each record, so
you define a calculation field with the formula:
Unit Price * Quantity

for the Extended Price field. Then, each time you type values in Unit
Price and Quantity, the formula multiplies those values and displays
the result in Extended Price.

You create formulas in the Specify Calculation dialog box
(see“Defining calculation fields” on page 5-5.) You can use
calculations in several areas of FileMaker Pro.

To use formulas See also
When defining
calculation fields

“Defining calculation fields” on page 5-5

In certain script
steps

Help topics for the If, Exit Loop If, Set Field,
Insert Calculated Result, and Replace script
steps. Choose Help menu > Contents and Index, click the
Index tab, and type the name of the script step.

To auto-enter
calculated values

“Defining automatic data entry” on page 5-8

For data validation

“Defining field validation” on page 5-9

When using
Replace with
calculated results

“Replacing data in fields” on page 2-10

Formulas can include any combination of constants, field references,
operators, and functions. (See “About functions” on page 12-5.)
These elements are arranged in a particular order, or syntax, to
produce expressions giving the result you want. The following
sections explain each formula part and its syntax.
Important The data type (Text, Number, Date, Time, or Container)
of fields and expressions referenced in a formula, and the result
returned, are important. For example, if a date calculation is set to
return a number result, the calculation does not return a date.
When you mix data types in calculations, use the data type
conversion functions (TextToDate, TextToTime, TextToNum,
DateToText, TimeToText, NumToText) to convert data and
expressions to the correct type. These functions are documented in
the Text, Number, Date, and Time function tables below.

11-2

FileMaker Pro User’s Guide

Expressions
A formula contains one or more expressions. An expression is a
value or any computation that produces a value. Expressions can be
combined to produce other expressions.
Type of expression

Example

Text constant

"London"

Number constant

2.15

Field reference

TaxRate

Function

Length(ShipToAddress)

Combination of expressions

((Total–Discount)*TaxRate)/100

A constant is a fixed value that’s part of the formula and doesn’t
change from record to record. A constant can be text, number, date,
or time, like the text value “Europe” or the numeric value 0.05. Text
constants in formulas can be up to 253 characters long.
Important When you use a constant in a formula, use the correct
format.

Text

Time

When you type a constant

Examples

Use the value as a parameter of
Time(4,14,32)
the Time function or TextToTime TextToTime("02:47:35")
function. See “Time functions” on
page 12-7, “Text functions” on
page 12-5.

Field references

Constants

For this
type of
data

For this
type of
data

A field reference is a field name that acts as a placeholder for the
field’s value. When FileMaker Pro evaluates the formula in the
current record, the value in the field represented by the field
reference is used in the calculation.
To define a formula that references a related field, “Defining
calculation fields” on page 5-5. The syntax is Relationship
name::Field name. For more information about related fields, see
chapter 8, “Working with related files.”
Note References to related fields can become invalid when you
move or rename a related file, or delete a field in that file. Also,
changing the field type or number of repetitions of a related field can
cause unexpected behavior.

When you type a constant

Examples

This expression

Returns

Enclose the text in quotation
marks (")

"Montréal"

Invoice Total*0.075

7.5 when the value in the Invoice Total field
is 100

First Name & " " &
Last Name

John Jones when the value in the First Name
field is John and the value in the Last Name
field is Jones

Invoices::
Invoice Total*0.075

7.5 when the value in the Invoice Total field is
100. The Invoice Total field is located in a
related database.

"514 555 1212"

Number

Don’t include thousand separators 123
or currency symbols.
1234.56

Date

Use the value as a parameter of
Date(2,2,2001)
the Date function or TextToDate TextToDate("04/04/
function. See “Date functions” on 2000")
page 12-7, “Text functions” on
page 12-5.

Using formulas and functions

11-3

Operators

Comparison operators

You combine expressions using operators, symbols that determine
which operation to perform on the expressions. You place operators
between the expressions you want to perform the operation on.

Comparison operators compare two expressions and return either
true or false. (True and False are Boolean results.) Arithmetically, a
result of true equals 1 and a result of false equals 0.

Each operator has a precedence, which determines the order in which
calculations are performed in a formula containing more than one
operator. FileMaker Pro evaluates operators from left to right and
performs multiplication and division before addition and subtraction.
You can change the precedence by enclosing the expression you
want calculated first in parentheses.
This expression

Returns

2+3*2

8

(2+3)*2

10

Operator

Definition

Examples

=

True when both items are
equal

38=39 returns false

(Equal to)
<>
or ≠ (Mac OS)

>

<

Mathematical operators

(Less than)

Use the following mathematical operators with numeric expressions.
>=
Operator

Definition

Examples

or ≥ (Mac OS)

+

Adds two values

2+2

(Greater than or equal to)

Subtotal+Sales Tax

<=

–
(Subtraction or
Negation)

Subtracts the second
2–2
value from the first, or
InvoiceTotal–Discount
changes the sign to + or –
–2

*

Multiplies each value

(Multiplication)
/
(Division)
^
(Power of, or
Exponentiation)

Subtotal*Sales Tax
DaysLate*.01*
LeasePayment

Divides the first value by Kilometers Driven/Liters
the second
Inches/12
Raises the first value to
the power of the second
value

True when the items are not 38<>39 returns true
equal
38<>38 returns false

(Not equal to)

(Greater than)

(Addition)

38=38 returns true

A^2+B^2 returns (A2 + B2)
Radius^3 returns (Radius3)

or ≤ (Mac OS)
(Less than or equal to)

True when the value on the 5>6 returns false
left exceeds the value on
19>1 returns true
the right
True when the value on the 5<6 returns true
left is less than the value on 19<1 returns false
the right
True when the value on the 5>=6 returns false
left is greater than or equal 5>=5 returns true
to the value on the right
True when the value on the 5<=6 returns true
left is less than or equal to 19<=18 returns false
the value on the right

11-4

FileMaker Pro User’s Guide

Logical operators

Text operators

Use logical operators to include conditions in a calculation.

Use the following text operators with text expressions. (Double
quotation marks enclose text constants.)

Operator Definition

Example

AND

True only when both of two
values are true.

ApplicationReceived=
”Y” AND FeePaid>0

OR

True when either of two values is CurrentBalance <= 0 OR
true.
CreditApproved=”Y”

XOR

True when either, but not both, of FeePaid>0 XOR
two values is true. The result is: FreeGift= “Y”

1
1
1
NOT

false when true AND true
true when false AND true
false when false AND
false

Changes a value within
parentheses from false to true or
from true to false. The result is:

1
1

Symbol

Definition

Examples

&

Appends the text string on "XXX" & "ZZZZZ" returns
(Concatenation) the right to the end of the "XXXZZZZZ"
text string on the left. Text
strings can be constants (in
quotes), field references, or
some functions.
""
(Text constant)

NOT IsEmpty(FieldName)

false when NOT true
true when NOT false

¶

Marks the beginning and
the end of a text constant.
Quotation marks without
text between them indicate
no text. If you enter text
into a formula without
quotation marks,
FileMaker Pro interprets
the text as a field name or
function name. To put a
quotation mark in a text
constant, precede it with
another quotation mark.

Inserts a paragraph return
(Return marker) in a text constant. (The ¶
symbol must be enclosed
within the quotation marks
of the text constant.)

"Sydney, NSW" returns
Sydney, NSW
"" returns an empty (null) value
FirstName & " " &
LastName returns John Smith if
the fields referenced hold John
and Smith
"The report said
""Confidential"" on the
top" returns The report said
"Confidential" on the top

"M.T.N.Trek¶Sporting
Equipment" returns
M.T.N. Trek
Sporting Equipment
City & "¶" & State returns
city and state on separate lines.

Using formulas and functions

About functions
A function is a predefined, named formula that performs a specific
calculation and returns a single, specific value. You type the
function, and FileMaker Pro performs the calculation it represents.
Here are some examples of functions:
This function

Returns

Average (Score1, Score2,
Score3)

The average of the three scores

Round(SalesTax,2)

The amount of sales tax rounded to two
decimal places

Length("John")

4 (the number of characters in the text
"John")

Position(Name,"Mc",1,1)

The position of the first occurrence of
"Mc" in the Name field

Most FileMaker Pro functions use the following syntax:
Function name (parameter)

11-5

For more examples, open the Calculations and Scripts file, which is
located in the Tips from Tech Support folder inside the Examples
folder where FileMaker Pro is installed.
Note In the United States, commas act as list separators in functions,
formulas, and calculations. In other countries, semicolons might be
used as list separators. The separator depends on the operating
system your computer uses, as well as the one used when the file was
created.
The following sections summarize the FileMaker Pro functions by
category. For detailed information about each function, and
examples, choose Help menu > Contents and Index, click the Index tab,
and type the name of the function.

Text functions
Text functions manipulate text. Use text functions to combine,
isolate, compare, quantify, change, or convert data of type text.
The parameter text can be a text expression (in quotes if it is a
constant) or the name of a Text field. To use a space as a text
expression, type a quote, then a space, then a quote (" ").

This part

Represents

Function name

The calculation to perform.

parameter

The value or expression on which the calculation is
performed. Most functions require one or more parameters. A
parameter can be a constant, a field name, another function,
an expression, or a database structure or situation.

Example: RightWords(Name, 1) returns Jones when the Name
field holds William R. Jones.
Syntax

Definition

The beginning and end of the parameter.

Exact (original text, comparison
text)

Compares original text and comparison text.
Returns "1" if they match exactly, "0"
otherwise. Exact is case-sensitive.

Exact (original container,
comparison container)

Compares original container and
comparison container for exact match.
Returns "1" for a match, "0" for no match.

Left (text, number)

Returns the character(s) in text specified by
number, counting from the left.

LeftWords (text, number of
words)

Returns the word(s) in text specified by
number of words, counting from the left.

()

Some functions require two or more parameters, as in this example:
Position(LastName,"Mc",1, 1)

You can use functions by themselves or combine them with other
functions or expressions. For example, you can nest one function
within another:
If(IsEmpty(LastName), “Warning!”, “OK”)

11-6

FileMaker Pro User’s Guide

Syntax

Definition

Syntax

Definition

Length (text)

Returns the number of characters in text.

Trim (text)

Lower (text)

Returns text as lowercase.

Returns text without leading and trailing
spaces.

Middle (text, start, size)

Returns characters in text, counting from the
position of start, through the number of
characters in size.

Upper (text)

Returns text as uppercase.

WordCount (text)

Returns the number of words in text.

MiddleWords (text, starting
word, number of words)

Returns the middle words in text, beginning
with the number of the starting word and
continuing through the number of words to
the right.

Number functions
Syntax

Definition

Abs (number)

Returns the absolute value of number.

PatternCount (text, search string) Returns the number of occurrences of search
string in text.

Exp (number)

Returns the value of e raised to the power of
number.

Position (text, search string,
start, occurrence)

Returns the position of the specified
occurrence of search string in text, from
start. Returns 0 if the string doesn’t appear
as specified. Position is not case sensitive.

Int (number)

Returns the integer (whole) portion of number.

Mod (number, divisor)

Returns the remainder after number is divided by
divisor.

Proper (text)

Returns the first letter in each word of text as
uppercase and the remainder as lowercase.

NumToText (number)

Returns number as data of type Text.

Random

Returns a random number between 0 and 1.

Replace (text, start, size,
replacement text)

Replaces characters in text with replacement
text, from the position of start and
containing the number of characters in size.

Round (number, precision)

Right (text, number)

Returns the character(s) in text specified by
number, counting from the right.

Returns number rounded to the number of
decimal places in precision. When precision is
negative, all digits right of the decimal separator
are dropped and number is rounded to the nearest
ten for a precision of -1, the nearest hundred for
-2, and so on.

RightWords (text, number of
words)

Returns the word(s) in text specified by
number of words, counting from the right.

Sign (number)

Substitute (text, search string,
replace string)

In text, substitutes each occurrence of search
string with replace string. Substitute is case
sensitive.

Returns –1 when number is negative; returns 0
when number is zero; returns 1 when number is
positive.

Sqrt (number)

Returns the square root of number.

TextToDate (text)

Returns text as data of type Date. Type text
in the format MM/DD/YYYY.

Truncate (number,
precision)

Returns number truncated to the number of
decimal places in precision.

TextToNum (text)

Returns text as data of type Number.

TextToTime (text)

Returns text as data of type Time. Type text
in the format HH:MM:SS, with or without
seconds and AM or PM.

Using formulas and functions

Date functions
Use these functions when date is a date field holding a date, or a
calculation or expression with a date result.
Example: Year (Date Of Birth) returns 1962 when the Date of
Birth field holds 1/1/1962.
Important To avoid confusion when using dates, always use fourdigit years. For more information on how FileMaker Pro handles
Year 2000 issues, see www.filemaker.com.
Syntax

Definition

Date (month, day, year) Returns the calendar date of month, day, year (in
digits), from January 1, 0001. Year must be four digits.
DateToText (date)

Returns date as data of type Text.

Day (date)

Returns a number representing the day portion of date.

DayName (date)

Returns the weekday name of date.

DayofWeek (date)

Returns the weekday position of date, from Sunday
(1) through Saturday (7).

DayofYear (date)

Returns the number of days elapsed after January 1 of
the year in date.

Month (date)

Returns a number representing the month portion of date.

MonthName (date)

Returns the month name based on the date given.

Today

Returns the current date.

WeekofYear (date)

Returns the number of weeks elapsed after January 1
of the year in date, counting fractions of weeks as
whole weeks.

WeekofYearFiscal
(date, starting day)

Year (date)

Returns the number of weeks elapsed after the first
week of the year of date, using starting day (a number
from 1-7, where 1 is Sunday) as the first day of the
week. The first week of the year is a week that
contains four or more days of that year.
Returns a number representing the year portion of date.

11-7

Note System formats affect the way dates are displayed. For
information, choose Help menu > Contents and Index, click the Index
tab, and type System formats.

Time functions
Syntax

Definition

Hour (time)

Returns the hour portion of time

Minute (time)

Returns the minutes portion of time

Seconds (time)

Returns the seconds portion of time

Time (hours, minutes, seconds) Returns hours, minutes, seconds (as digits) as
a time, in the current time field format
TimeToText (time)

Returns time as data of type Text

Aggregate functions
Use aggregate functions to calculate statistical data for several or
many fields, field repetitions, or related records.
Aggregate functions operate on (field...) parameters. Depending on
the (field...) parameter or parameters you specify, you can aggregate
data for all non-blank values in:

• several non-repeating fields in a record (field1, field2, field3...)
• a field in matching related records specified by
(relationship::relatedfield), whether or not these records appear in a
portal.

• all repetitions in a repeating field (repeatingfield)
• corresponding repetitions of repeating fields in a record
(repeatingfield1, repeatingfield2, repeatingfield3), if the result is
returned in a repeating field with at least the same number of
repetitions.

• several fields in the first matching record specified by (relationship
::relatedfield1, relationship::relatedfield2,...). You can name a
different relationship for each related field
(relationship1::relatedfield x, relationship2::relatedfield y...).

11-8

FileMaker Pro User’s Guide

See below for examples of each of these situations.

Example 3

This function

Does this

Average (field...)

Averages the numbers, dates, or times in the (field...)
parameter(s) you specify

Count (field...)

Returns the number of items [the (field...) parameter(s)
you specify], which are not empty

Max (field...)

Returns the largest number or time or the latest date in
the (field...) parameter(s) you specify

Min (field...)

Returns the smallest number or time or the earliest date
in the (field...) parameter(s) you specify

StDev (field...)

Returns the standard deviation of the sample
represented by a series of values in the (field...)
parameter(s) you specify

StDevP (field...)

Returns the standard deviation of a population
represented by a series of values in the (field...)
parameter(s) you specify

Sum (field...)

Adds the numbers or times in the (field...) parameter(s)
you specify.

The following examples show how the Sum function works,
depending on the number of parameters, whether the calculations
involve related, repeating, or non-repeating fields, and whether
results are returned in a repeating or non-repeating field. In these
examples, the numbers in the boxes represent values in fields.
Example 1

+

1

Field 1

2

Field 2

3

Field 3

6

Sum (Field 1, Field 2, Field 3)

Example 2
1

Related field

2
3

Portal

4

+
10

Sum (Relationship
name::Related field)

1
2
3
4

Repeating field

10

Sum (Repeating field)

+

Example 4
1
2
3
4

+

Repeating
field 1

1
2
3
4

=

Repeating
field 2

2
4
6
8

Sum (Repeating field 1, Repeating field 2)

Example 5
1

Related
field 1

+

4

=

Related
field 2

5

Sum (Relationship name::Related field 1,
Relationship name::Related field 2)

Note You can use aggregate functions to summarize data in a file, as
an alternative to Summary fields. See “Summarizing data in portals”
on page 8-12.

Summary functions
Summary fields generate grand totals or subtotals of data from many
records. For more information, see “Defining summary fields” on
page 5-6, and “About layouts and reports” on page 6-1.
Use the GetSummary function with a summary field when you want to:

• display subsummary values in Browse mode or in a body part
• perform mathematical calculations on a summary field

Using formulas and functions

Important To generate subsummary values, you must sort the
database by the break field.
Syntax

Definition

GetSummary (summary field, Returns the subsummary value of summary
break field)
field for the current group of records when
records are sorted by break field; otherwise,
returns an empty result.
GetSummary (summary field,
Returns the grand summary value of summary
summary field)
field for the current found set of records.

Item Total

Tax Rate

5.00
17.00
82.79

Item Tax

.07

.35
0
0

11-9

Without Extend, a calculation
includes a non-repeating value
in the result for only the first
repetition of the calculated field

=Item Total * Tax Rate

Item Total

Tax Rate

5.00
17.00
82.79

.07

Item Tax
.35
1.19
5.79

Using Extend, a calculation
includes a non-repeating value
in the result for all repetitions of
the calculated field

=Item Total * Extend (Tax Rate)

Note An alternate way to summarize data with calculations is to
create a self-join relationship. Use the break field as the match field
on both sides of the relationship (to group related records), then use
aggregate functions to summarize data within each “group.” See
“Summarizing data in portals” on page 8-12.

Repeating functions
Use repeating functions in calculations referencing repeating fields.
Syntax

Definition

Extend (non-repeating field)

Allows the value in a non-repeating field to be
used in a calculation involving repeating fields.
(See the example below.)

GetRepetition (repeating
field, number)

Returns the contents of the repetition number of
repeating field.

Last (repeating field)

Returns the last valid, non-blank value in
repeating field.

This example shows how the Extend function ensures accurate
results in calculations involving both repeating and non-repeating
fields.

Financial functions
Syntax

Definition

FV (payment, interest
rate, periods)

Returns the future value of an investment based on
interest rate and payment for periods.

NPV (payment, interest
rate)

Returns net present value of a series of unequal
payments (in a repeating field) made at regular
intervals using a fixed interest rate (in a number
field) per interval. (When payment contains equal
values in each repetition, use the PV function.)

PMT (principal, interest Returns the payment needed to meet the
rate, term)
requirements of principal, interest rate, term.
PV (payment, interest
rate, periods)

Returns the present value of equal payments made
at regular periods, assuming a fixed interest rate
per payment.

Note

• Term is expressed in months
• Interest rate is a value from 0.0 to 1.0, divided by 12 (months).

11-10

FileMaker Pro User’s Guide

Trigonometric functions
Syntax

Definition

Syntax

Atan (number)

Returns the trigonometric arc (inverse) tangent of
number. The arc tangent is the angle, in radians,
whose tangent equals number.

Cos (number)

Returns the cosine of the angle (in radians) of
number.

Case (test1, result1 [, test2, Evaluates test(s) to produce a result. When test1 is
result2, default result]...)
true (a nonzero value), returns result1; when test1
is false, evaluates test2. When test2 is true, returns
result 2, and so on. When no test is true, returns an
empty (null) value, or the default result you
supply.

Degrees (number)

Converts number from radians to degrees
(π/180 radians).

Definition

Choose (test, result0 [,
result1, result2]...)

Evaluates test to produce an index number used to
choose a result. When index is 0, returns result0;
when index is 1, returns result1, and so on. When
there’s no corresponding result, returns an empty
(null) result.

If (test, result one, result
two)

Evaluates test to return a true or false result. When
test is true (a nonzero value), returns result one;
when test is false (0), returns result two. Test must
return either a numeric or Boolean result. If you
have more than two possible results, consider
using the Case function.

Ln (number)

Returns the base-e (natural) logarithm of number.

Log (number)

Returns the common logarithm (base 10) of number,
which is any positive value.

PI

Returns the value of pi (π), approximately 3.14159.

Radians (number)

Converts degrees (π/180 radians) in number to
radians. Parameters for trigonometric functions
must be in radians—use this function to convert
values from degrees to radians within a formula.

Sin (number)

Returns the sine of an angle expressed in radians.

IsEmpty (field)

Tan (number)

Returns the tangent of the angle (in radians) in
number. Tangents for values of 90 degrees (π/2
radians) or multiples are undefined (infinite).

Returns true (1) when field is empty (null);
otherwise returns false (0).

IsValid (field)

Returns false (0) when field is missing from the
file or when field contains an invalid value;
otherwise returns true (1). For example, if a field
in a related file is deleted, references to that field
in the master file are invalid.

Logical functions
Use logical functions to return a different result depending on the
value in a field or fields.
Example with two possible results:
If(Percent > 50,“Acceptable”,”Not Acceptable”)

Example with more than two possible results:
Case (Percent >90, “Excellent”, Percent > 70,
“Adequate”, “Poor”)

Status functions
Use status functions in ScriptMaker scripts to monitor the state of
your database. For information about scripting, see chapter 10,
“Creating scripts to automate tasks.” For an example script using
status functions, choose Help menu > Contents and Index, click the
Index tab, and type status functions.

Using formulas and functions

If you use status functions in defined calculation fields, the
calculation results must be unstored. Otherwise, the calculation does
not update when the status changes. See chapter 5, “About storage
and indexing options.” The functions below appear in the list of
functions in the Specify Calculation dialog box when you choose
View status functions or View all by type. When you view all functions
by name, you see Status (status flag), which is a temporary
placeholder.
Syntax

Definition

Status (CurrentAppVersion)

Returns the FileMaker Pro version currently
in use.

Status (CurrentDate)

Returns the current date.

Status (CurrentError)

Returns a number for the current error value.
Use Status (CurrentError) to check error
results when FileMaker Pro performs a
script. For a list of error numbers, choose
Help menu > Contents and Index, click the
Index tab, and type error messages.

Status (CurrentFieldName)

Returns the name of the current field.

Status (CurrentFileName)

Returns the name of the current file.

Status (CurrentFileSize)

Returns the size (in bytes) of the current file.

Status (CurrentFoundCount)

Returns the number of records in the current
found set.

Status (CurrentGroups)

Returns the group (or groups) that the current
user is a member of, based on the current
password.

Status (CurrentHostName)

Returns the host name FileMaker Pro
registers on the network.

Status (CurrentLanguage)

Returns the language currently set on the
current operating system.

Status (CurrentLayoutCount)

Returns the number of layouts in the
database.

Status (CurrentLayoutName)

Returns the name of the current layout.

11-11

Syntax

Definition

Status (CurrentLayoutNumber)

Returns the number of the current layout
according to the order specified in Set Layout
Order. See “Working with, duplicating,
deleting, or renaming layouts” on page 6-8

Status (CurrentMessageChoice) Returns a number corresponding to the
button clicked in an alert message displayed
using the Show Message step in a script.
Returns 1 for OK, 2 for Cancel, and 3 for the
third defined button. See “Miscellaneous
script steps” on page 10-9
Status (CurrentMode)

Returns a number representing the mode
FileMaker Pro is in when the function is
evaluated. Returns 0 for Browse mode, 1 for
Find mode, 2 for Preview mode, or 3 if
printing is in progress.

Status (CurrentModifierKeys)

Returns a number representing which
keyboard modifier keys (for example, Shift)
are being pressed by the user. For more
information, see FileMaker Pro Help.

Status (CurrentMultiUserStatus) Returns 0 for a single user file, 1 for a
multiuser file if the computer is the host, or 2
for a multiuser file if the computer is a guest.
Status (CurrentNetworkChoice) Returns the name of the network protocol.
Status (CurrentPageNumber)

Returns the page number currently printing
or being previewed. When no page is
printing or being previewed, returns 0.

Status (CurrentPlatform)

Returns a number for the platform currently
in use. Returns 1 for Mac OS 9 or earlier,
-1 for Mac OS X, 2 for Windows 98/Me, and
-2 for Windows NT/2000/XP.

Status (CurrentPortalRow)

Returns the number of the currently selected
row in a portal. When no portal is selected,
returns 0.

11-12

FileMaker Pro User’s Guide

Syntax

Definition

Syntax

Definition

Status (CurrentPrinterName)

Returns the identification of the current
default printer, the driver name, and the name
of the printer port (Windows) or printer
(Mac OS 9 or earlier). Not supported on
Mac OS X.

Status (CurrentScreenWidth)

Returns the number of pixels displayed
horizontally on the screen on which the
current file is open.

Status (CurrentRecordCount)

Returns the number of records in a file.

Status (CurrentRecordID)

Returns the unique ID of the current record.
For more information, see FileMaker Pro
Help.

When the window spans more than one
screen, uses the screen that contains the
largest percentage of the FileMaker Pro
window.
Status (CurrentScriptName)

Returns the name of the script currently
running or paused.

Status
(CurrentRecordModificationCo
unt)

Returns the number of times changes have
been saved for the current record since this
record was created.

Status (CurrentSortStatus)

Returns a number representing the current
sort status. Returns 0 for unsorted, 1 for
sorted, or 2 for semi-sorted.

Status (CurrentRecordNumber)

Returns the number of the current record in
the current found set.

Status (CurrentSystemVersion)

Returns the system version currently in use.

Status (CurrentTime)

Returns the current time.

Status
(CurrentRepetitionNumber)

Returns the current repetition number
(counting the first repetition as 1) of the
current repeating field. When the current
field is non-repeating, returns 1.

Status (CurrentUserCount)

Status (CurrentRequestCount)

Returns the number of find requests defined
in the database.

Returns the number of users accessing the
file. Returns 1 for a single user, or 1 plus the
number of guests for multiple users using
FileMaker Pro networking. (Web and Data
Access Companion users are not counted.)

Status (CurrentUserName)

Returns the identification of the current
FileMaker Pro user, as specified in
Application preferences.

Status (CurrentScreenDepth)

Returns the number of bits needed to
represent the color of a pixel on the main
computer screen.

Status (CurrentScreenHeight)

Returns the number of pixels displayed
vertically on the screen on which the current
file is open.
When the window spans more than one
screen, uses the screen that contains the
largest percentage of the FileMaker Pro
window.

Design functions
Design functions return information about the structure of any
specified database that is currently open on your computer. For
example, you could determine the names of all the layouts or fields in
an open database.
Important Parameters should be in quotes (" "), or you can specify a
field name for any parameter and return information about the item
typed in that field. In this case, do not put the fieldname parameter in
quotes.

Using formulas and functions

For example, LayoutNames (“Clients”) always returns the
names of the layouts in the Clients file. If you have a field named File,
LayoutNames (File) returns the names of the layouts in the Clients
file when you type Clients in the File field.
Syntax

Definition

DatabaseNames

Returns the names of the currently opened
databases. (Uses no parameters.)

FieldBounds (database name,
layout name, field name)

Returns the location and size of a specified
field.

FieldNames (database name,
layout name)

Returns the names of fields in the database
and layout you specify. Or, type two quotes
("") in place of a layout name to return the
names of all fields in the specified database.

11-13

External functions
Use external functions to access FileMaker Pro plug-ins such as
FileMaker Pro Web Companion. Plug-ins add features to
FileMaker Pro. For more information, see “Setting up plug-ins” on
page 12-4.
Enabled plug-ins that support external functions appear in the list of
functions in the Specify Calculation dialog box (when you choose
View External functions or View all by type from the list). If there are no
plug-ins enabled, or the ones enabled do not support external
functions, you see only the generic external function definition:
External (name, parameter).

FileMaker Pro Web Companion external functions

FieldRepetitions (database
Returns the number of repetitions and
name, layout name, field name) orientation of a specified repeating field.

When you publish a database using FileMaker Pro Web Companion,
use FileMaker Pro Web Companion external functions to:

FieldStyle (database name,
layout name, field name)

Returns:
1 how a specified field is formatted on a
layout (for example, as radio buttons)
1 whether a value list is associated with the
field.

• check the version of the Web companion
• capture information about visitors to your database
• translate information in your database to HTML or HTTP

FieldType (database name,
field name)

Returns the field definition for a specified
field.

Note The following functions are only available if FileMaker Pro
Web Companion is installed and enabled on your computer. See
chapter 14 for more information about the Web Companion.

LayoutNames (database name) Returns the names of layouts in a specified
database file.

If third-party plug-ins are enabled, other external functions might
also appear.

RelationInfo (database name,
relationship name)

Returns the name of the related file for a
specified relationship.

RelationNames (database
name)

Returns the relationships defined in a
specified database file.

Syntax

ScriptNames (database name)

Returns the scripts defined in a specified
database file.

External ("Web-Version", 0) Returns the version of FileMaker Pro Web
Companion that loads when you open
FileMaker Pro

ValueListItems (database
name, value list name)

Returns the values defined for a specified
value list.

External ("WebClientAddress", 0)

ValueListNames (database
name)

Returns the value lists defined in a specified
database file.

Definition

Returns the domain name (for example,
www.filemaker.com) of a Web user whose HTTP
request is currently being processed by
FileMaker Pro Web Companion. Returns the Web
user’s IP address if the domain name is not available.

11-14

FileMaker Pro User’s Guide

Syntax

Definition

External ("Web-ClientIP", 0) Returns the IP (Internet protocol) address of the
Web user whose HTTP request is currently
being processed by FileMaker Pro Web
Companion
External ("WebClientName", 0)

Returns the value that the Web user types for
user name in the Web browser password dialog
box

External ("WebClientType", 0)

Returns the name and version of the Web
browser being used by the Web user

External ("Web-ToHTML",
field name)
External ("Web-ToHTML",
text value)

Returns the contents of the specified field or of
the text value encoded in HTML

External ("Web-ToHTTP",
field name)
External ("Web-ToHTTP",
text value)

Returns the contents of the specified field or of
the text value encoded in HTTP

Part 3
Sharing and exchanging data

Chapter 12
Importing and exporting data
You can exchange information with FileMaker Pro files or with files
created in other applications. This chapter shows you how to:

Keep these points in mind:

• import data into a file
• replace records in a file with records in another file
• update records in a file with records in another file
• convert documents from other applications to FileMaker Pro files
• export data for use with other applications

shared files, see “Opening files as a guest” on page 12-5.

To exchange data via ODBC, see chapter 12, “Using ODBC with
FileMaker Pro.”

• You can exchange data with shared FileMaker Pro files. To access
• To exchange small amounts of data between files (for example, a
few records), use Copy and Paste, or drag and drop. See “About
entering data in records” on page 2-6.

• When you exchange information between FileMaker Pro files on a
Windows–based computer and a Mac OS–based computer, you
might see differences in filenames and character set mapping.

• Most file formats don’t support importing or exporting text
attributes (font, size, style, or color).

To import photos from a digital camera, import a folder of files,
import and export XML, or use OLE (Object Linking and
Embedding), see FileMaker Pro Help.

• You can define FileMaker Pro scripts to automate the exchange of
information with other files. See chapter 10, “Creating scripts to
automate tasks.”

To move scripts between FileMaker Pro files, see “Importing
scripts” on page 10-11.

Note You cannot import or export data when you access a database
using a Web browser.

To copy field definitions to a new empty file, save a clone of the file.
See “Saving files” on page 1-7.

About ﬁle formats

About import and export
With FileMaker Pro, you can:

• import — bring data from another file into a FileMaker Pro file
• export — save FileMaker Pro data for use in another application
Note You do not need to import or export to access data crossplatform on Windows and Mac OS systems. Simply open the file as
you ordinarily would. See “Opening files” on page 1-6.

Every application stores its data files in its own file type or file
format. Most applications can also exchange information in certain
other formats.
FileMaker Pro can import and/ or export files in these formats:
Microsoft Excel, DBF, DIF, tab-separated text, comma-separated
values, BASIC, FileMaker Pro, HTML Table, Merge, SYLK, Lotus 12-3 (WKS, WK1), XML, and Edition file (Mac OS only). For
important information about each file format and the versions
FileMaker Pro can import and/ or export, choose Help menu >
Contents and Index, click the Index tab, and type file formats.

12-2

FileMaker Pro User’s Guide

Importing data into FileMaker Pro
You can import data into an existing FileMaker Pro file from another
FileMaker Pro file, or from documents created in another application
(See “Importing data into an existing file” on page 12-2.) You can
also convert documents from another application into a new
FileMaker Pro file. (See page 12-6.)
The file or document you import records from is the source file. The
file you import records to is the destination file.
Keep these points in mind:

• The file you’re importing or converting from must be in one of the
formats listed in “About file formats,” above.
• To insert graphics, sounds, or QuickTime or AVI movies into your file,
see “About working with graphics, sounds, and movies” on page 2-11.

• FileMaker Pro imports records in the order they appear in the file
you’re importing from, unless you are updating records. See “About
updating records with information from another document” later in this
section.

• You can import data from any field type into any compatible field
except container, calculation, summary, and global fields. You can
import container fields if you’re importing from another
FileMaker Pro file.
• You can’t import data into or from related fields. Import data
directly into or from the related file.
• For more information about how FileMaker Pro handles Year 2000
issues, see www.filemaker.com.
Importing data into an existing ﬁle
When you import into an existing file, you can add, replace, or
update data.

About adding records
When you add records, you import all records from the source file to
the destination file. If the source file is a FileMaker Pro file, you can
import just the records in a found set. You choose the fields you want
to import.

About replacing data
With this option, you replace data in your file with data from the
source file. For each field you import into, data from the first record
(or row of data) in the source file overwrites data in the first record
in the destination file. Data from the second record (or line of data)
in the source file overwrites data in the second record in the
destination file, and so on. When you replace data, FileMaker Pro
doesn’t examine or compare the data in the files.
Records in the destination file are replaced with the same number of
records from the source file. If there are more records in (the found
set of) the source file, data from the extra records in the source file
will not be imported. If there are more records in the found set of the
destination file, data in the extra records in the destination file will
not be replaced.

About updating records with information from another document
You can update records and fields in your file with data from another
file using the import update option. For example, you might have a
copy of a database on your desktop computer and another copy on
your laptop computer. You can update the file in your office with the
changes you make on the road.
You determine which records in the source file update which records in
the destination file by choosing one or more match fields in each file.
If data in the match field(s) of a record in the destination file matches
data in the match field(s) of a record in the source file, the record in the
destination file will be updated with data from the source file.

Importing and exporting data

Match fields must uniquely identify each entity in your database. For
example, in a database of people, you could use Social Security
Number, or Last Name, First Name, and Phone Number. Last Name alone
might identify more than one person, so it isn’t a good match field.
You also specify the fields you want to import. The contents of all
fields you select to import, in all matching records in the found set,
will overwrite data in the existing file, even if the field in the source
file is blank.
Only records in the found set in each file are involved in the import
update.
Important When you do an import update, data from matching
records in the source file overwrite existing data in the corresponding
record in the destination file. Make sure every field you import, in
every record you import, has data that you want to import.
This example shows which data imports for this pair of matching
records:

12-3

Keep these points in mind:

• Match fields in the destination file cannot be container, summary,
unstored calculation, or global fields. The field type of match fields
should correspond to the type of data in the matching field. For
example, number fields should not be matched to fields or data
containing text.

• If all specified match fields in a record are empty, that record will
not be updated.
• If a record in the found set of the source file matches more than one
record in the found set of the destination file, all matching records in
the found set of the destination file will be updated.

• If more than one record in the found set of the source file matches
a record in the found set of the destination file, the destination file
will be updated with the last matching record in the source file.

• The found set after an update contains the records that were
updated (those that matched) and any new records added, regardless
of the found set before update.
Adding, replacing, or updating records in an existing file

Before import update
Source file
123-456-7890
John
Q
Smith
456 New Rd.
Newtown
USA

Match fields are
indicated by
double arrows

ø
ø
ø

After import update

Destination file

Destination file

123-456-7890
John

123-456-7890
John
Q
Smith
456 New Rd.
Newtown
USA
3/3/1960

Smith
123 Main St.
Anytown
USA
3/3/1960
(408) 555-6789

Fields that don’t import
are indicated by a null
symbol (ø)

1. If you’re replacing or updating records, make a backup copy of the
file you’re importing into.

Replacing and updating records overwrite data in your file and
cannot be undone.
2. If you’re replacing or updating records, make sure you’ve read

“About replacing data” on page 12-2 or “About updating records
with information from another document” on page 12-2.
3. If you’re importing records from a FileMaker Pro file, make sure
the found set in that file contains only the records you want to add,
replace, or update with.
4. Open the FileMaker Pro file you want to import records into.

• If you’re replacing records in the file, make sure the found set
contains only the records you want to change. Sort the records so that
data from the correct record in the source file replaces data in each
record in the destination file.

12-4

FileMaker Pro User’s Guide

• If you’re updating records, make sure the found set contains only
the records you want to update. Records outside the found set will
not be updated, even if match field data matches.
5. In Browse mode, choose File menu > Import Records > File.
6. In the Open File dialog box, to see all the files in the current folder

that you can import: for Files of type (Windows) or Show (Mac OS),
choose All Files. To narrow the choices, choose a file type from the
list.
7. Select the name of the file to import, then click Open.
8. If you’re importing a Microsoft Excel file that contains multiple

worksheets or named ranges, select the worksheet or range that you
want to import in the Specify Excel Data dialog box and click OK.

10. In the Import Field Mapping dialog box, perform the next three
steps before you click Import.

You can also perform either of these actions at any time before you
click Import:
To

View the data in the file Click the Scan Data arrows to see the data in each �
you’re importing from record.�
(Optional)�
Create, change, or
delete a field in the file
you’re importing into
(Optional)

9. If you’re importing a Microsoft Excel file, you see the First Row

Option dialog box. Choose whether the first row of data in the file is
field names or data.

Data or fields in
the source file

Double-headed arrows indicate
match fields for import update
Arrows show that data will
import into the field at right
Re-order
all fields

Do this

Click Define Fields. In the Define Fields dialog box, �
make your changes, then click Done. (For more �
information about defining, changing, and deleting �
fields, see chapter 5, “Creating a database.”) If you’re �
importing into a shared file, only the host can create
fields. If the button is dimmed, your access privileges
don’t allow you to define fields.

11. In the Import Field Mapping dialog box, choose the type of
import you want to perform.
Choose

To

Add new records.

Add new records to the end of the
file you’re importing into

Replace data in current found set.

Replace data in this file with data
from the source file, in order,
starting with the first record in
each file

Fields in the
destination file
Update matching records in current found set.

Update data in the found set of
To add records in the found set of the source this file with data in matching �
file that do not have matching records in the records in the file you are �
importing from�
destination database, also select Add
remaining records.

Choose an
import action

Null symbols show data
that won’t be imported

12. In the Import Field Mapping dialog box, line up each field in the
Fields in list with the data or field you want to import into it or match
for import update.

Importing and exporting data

Data on the left that is not aligned with a field on the right will not
import. If a field name on the right is dimmed, it’s a calculation,
summary, or global field that can’t accept imported data.
To

Do this

Re-order all fields Choose an option from the View By list. To list the fields by:
in the Fields in list at 1 names that match, choose matching names. (If
importing from a file format that stores field names,
once
like Microsoft Excel, DIF, DBF, Merge, or
FileMaker Pro)
1 the order used the last time FileMaker Pro imported
data into this file, choose last order
1 the order the fields were created, choose creation order
1 name in alphabetical order, choose field names
1 the types of fields, choose field types
1 a custom order (created by dragging field names),
choose custom import order
Move one field up
or down in the
Fields in list

Move the pointer over a field name in the Fields in list.
When the pointer changes to a double arrow, drag the
name to a new location.

12-5

• your file has fields that automatically enter data, or if
• you are adding records and you’re importing data from a
FileMaker Pro file with repeating fields. See “Defining automatic
data entry” on page 5-8 and “About repeating fields” on page 5-11.
To:

Do this

Auto-enter new data
in fields defined with
auto-enter options

Select Perform auto-enter options while importing.

Specify how data is
imported from
repeating fields

If you select this option and you import into fields set to
auto enter modifier name, modification date or time, or
looked-up values, the auto entered data overwrites data
from the source file in these fields.

1
1

Select Keeping them in the original record to maintain
the field(s) as repeating fields.
Select Splitting them into separate records to import
each repeating value into a separate record. For
example, if a record in the source file has values in
three repetitions, you import three records, each
identical except for the values in the repeating field.
Use this option to work with individual values in
repeating fields (for example, to sort or summarize
them).

13. In the Import Field Mapping dialog box, set each pair of fields
(from the previous step) to import, not import, or use as match fields
for import update.

If the symbol between the fields in each pair is not the one you want,
click it once or twice until it becomes the correct symbol.
To

The symbol should be

Import data on the left into the field on the right

An arrow

Prevent data on the left from being imported

A null symbol (Ø)

Specify match fields for import update

A double-headed arrow

To stop importing, press Esc (Windows) or 2+period (Mac OS.) To
delete the records already imported, choose Records menu > Delete
All Records.

14. Click Import.

Keep these points in mind:

15. If you see the Import Options dialog box, select options, then

• The records you import become the found set. After importing,

click OK.

check the data in the found set.

FileMaker Pro displays this dialog box if:

12-6

FileMaker Pro User’s Guide

• If you replace or update records, be sure your records are correct
before discarding the backup copy of the file.

• FileMaker Pro doesn’t validate imported data.
Converting a data ﬁle into a new FileMaker Pro ﬁle
You can convert data from another application into a new
FileMaker Pro file. The data must be in one of the importable file
types listed in “About file formats” on page 12-1.
The new file has all of the original data, one standard form layout,
and one columnar list layout. Except as noted in the table below,
field names in the new file are generic (f1, f2, f3, etc.) and fields are
of type Text.
To obtain

Use one of these file types

Field names

Microsoft Excel, DIF, DBF, Merge,
FileMaker Pro

Number, Date, Time, and Text
field types where appropriate

Microsoft Excel, DBF, FileMaker Pro

6. In the next dialog box, type a name for the new file, select a
location, then click Save.

If you’re converting a Microsoft Excel spreadsheet, FileMaker Pro
scans the incoming data to assign an appropriate field type to each
column.
Mac OS: If the spreadsheet is large, you might see a progress dialog
box. To stop the scan, click Skip to assign field types based on the
records already processed. Number, Date, and Time fields can hold
only 255 characters, so long text in these fields might be truncated.

Exporting data from FileMaker Pro
You can export FileMaker Pro data to a new file, then open it in
another application.
You can exchange FileMaker Pro data with ODBC compliant
applications. For example, you can chart FileMaker Pro data in
Microsoft Excel. See chapter 12, “Using ODBC with FileMaker Pro.”
To export data:

1. In the other application, save the data you want to import in a file
type supported by FileMaker Pro.

1. Open the FileMaker Pro file and find the set of records you want
to export.

2. In FileMaker Pro, choose File menu > Open.

2. Sort the records in the order you want them exported (optional).

3. In the Open File dialog box, select the type of file you want to

3. Choose File menu > Export Records.

import, select the file, then click Open.

4. In the dialog box, type a name, then select a location for the file.

4. If you’re converting a Microsoft Excel spreadsheet, select a
worksheet or a named range, then click OK.

Important If another file with the same name already exists in this
location, this new file replaces the existing file.

5. If you see the First Row Option dialog box, choose an option.

Importing and exporting data

12-7

Relationship
list
FileMaker Pro
exports these
fields

Select fields
from this list

Type a name
for the
exported file

Choose a file
type that the
target
application
supports

5. Choose a file type from the Save as type list (Windows) or Type list

(Mac OS), then click Save.
6. In the Specify Field Order For Export dialog box, set the field

order as needed.

Choose a
character set
Choose a
formatting
option

7. Windows: Choose an appropriate Character Set for the platform or

application the exported file will be used with.
For example, if you’re exporting data to a Windows application,
choose Windows (ANSI).

To

Do this

8. Select a format option for the fields.

Export fields

Double-click a field to move it to the Field Order list. To
export all fields, click Move All.

Export fields from
a related file

Choose a relationship from the Relationship list (see
illustration on page 12-7), then move fields to the Field
order list. You can include related fields before, after, or
between fields in the master file.

Suppose the current layout has a number field that’s formatted to
display two decimal digits and a currency symbol ($). When you
enter 3.7 into the field, FileMaker Pro displays $3.70 in Browse
mode. You can export the value with or without the formatting.

Prevent data from
being exported

Select a field in the Field Order list, then click Clear. To
move all fields out of the list, click Clear All.

Change the export
order of the fields

In the Field Order list, point to the double arrow for the
field name and drag it up or down.

Export a grand
summary value

Include the summary field in the Field Order list. Each
record will include the grand summary amount. If you
export subsummary values (page 12-8), the grand
summary amount is only in the first record exported.

Export subsummary See page 12-8.
values

To export

Select this option

Unformatted values (for example, 3.7) Don’t format output.
Values with the number, date, and time Format output using current layout.
formats from the current layout (for
Symbols and other non-numeric values
example, $3.70)
are exported as text. You can’t select this
option for SYLK, DBF, or DIF formats.

9. Click Export.

Keep these points in mind:

• To use an exported file, open an application that can read the file
format, then open the file. See “About file formats” on page 12-1 for
more information.

12-8

FileMaker Pro User’s Guide

• You can export data in container fields to FileMaker Pro format.
• Exporting repeating field values to SYLK, WKS, or DBF formats

3. In the Export Records to File dialog box, type a name, then choose

is documented in Help. Choose Help menu > Contents and Index, click
the Index tab, and type exporting,data.

4. Choose a file type from the Save as type list (Windows) or Type list
(Mac OS), then click Save.

Exporting subsummary data

5. In the Specify Field Order for Export dialog box, select the fields
to export, including a summary field.

You can export subsummary values like the subtotals generated by a
report with grouped data and subtotals. This process exports one
record for each category.

For more information about this dialog box, see step 6 in “Exporting
data from FileMaker Pro” on page 12-7.

For example, if you have a report that totals sales by region, you can
export one value for each region. A report based on many records
might look like this:

7. In the Summarize by dialog box, select one or more fields to
summarize by.

a location for the file you’re exporting to.

6. Click Summarize by.

Click a field
to select it
A checkmark shows
the field is selected

The exported file might look like this:

The file is
sorted by fields
listed here

8. Click OK.

Clear this field if you
don’t want to include a
grand summary value in
the first record

For more information on generating reports with grouped data and
subtotals, see “Creating layouts and reports” on page 6-2.
Note To export grand summary data, see the previous section.

Subsummary values
for total sales by
region will export

To export subsummary data:
1. Run the report that generates the subsummary values you want to

export, or find the records you want to include and sort them on the
break field (the grouping field used to categorize the records).

9. If you don’t want to include a grand summary amount with the
first record exported, click the non-italicized summary field, then
click Clear to remove that field from the Field Order list.

2. Choose File menu > Export Records.

10. Click Export.

Chapter 13
Sharing databases on a network
FileMaker Pro contains built-in support to allow you to share files
over a network. By sharing files, you can work simultaneously with
others in your work group, and save disk space by keeping files in a
central location. FileMaker Pro supports sharing of up to 10 files
with up to 10 concurrent users. In certain instances, you can share a
single FileMaker Pro file with up to 25 other concurrent users, with
this number dropping as you share more files. For greater networking
performance and capacity, FileMaker, Inc. recommends the use of
FileMaker Server if you need to share files with more than 10
concurrent users on a network.

Important Your FileMaker Pro licensing agreement requires that you
pay for a license for each separate client or computer on which the
FileMaker Pro application is installed or run. The software license
may not be shared or used concurrently on different clients or
computers.
The first person to open a shared file is the host. Any user who opens
a shared file after the host is a guest.

The host opens the file

You can also share your FileMaker Pro files on the Web using
FileMaker Pro Web Companion. For more information, see
“Publishing databases on the Web” on page 12-1.
This chapter describes how to:

• set up FileMaker Pro databases for sharing on a network
• be the host of shared FileMaker Pro databases
• be a guest of shared FileMaker Pro databases

About sharing files on a network
Users who intend to share your files will need the same version of the
FileMaker Pro application as used to host the files, as well as access
to the network on which the files are hosted.

Guests open connections to the file

Keep these points in mind:

• You can share FileMaker Pro files between a computer running
For enhanced file sharing capabilities, use the FileMaker Server
application to host files.

Windows and a computer running the Mac OS just as you share files
among networked computers on the same platform. For example,
you can host a file on a Windows computer, and then guests on
Windows computers or Mac OS–based computers can connect to the
same file.

13-2

FileMaker Pro User’s Guide

When you share files between platforms, you may see differences in
font mapping, alignment of layout objects, and character set mapping.

• (Mac OS) You don’t have to turn on File Sharing (in the Sharing �
Setup control panel) to share FileMaker Pro files from a �
Mac OS-based computer.�

This user
Host or one guest
(only one user at
a time)

• (Mac OS) MacIPX is no longer supported as a networking protocol �

Can perform these tasks

1
1
1
1
1

by FileMaker Pro.�

• To change network connections, see appendix 12, “Customizing �
FileMaker Pro.”�

Working with shared ﬁles
When a shared file is open, the host and guests have access to the
same information. FileMaker Pro saves a shared file on the disk
where the file resides. It saves changes that the host and guests make
to the file, including changes to records, layouts, and scripts.
FileMaker Pro limits access to some commands and records to keep
users from interfering with each other.
This user

Can perform these tasks

Host and all guests
(every user)

1
1
1
1
1
1
1

Host only (all guests
must close their
connections to
the file)

1
1
1

Define fields or change field definitions
Reorder layouts
Define, delete, or change groups and access
privileges
Save copies of a file with the Save a Copy As
command
Switch the file status between multi-user and single
user
Close a shared file

While you are working with a shared file, you might see the
pointer change.
This pointer

Find, sort, or browse records
Specify a print setup (Windows) or page setup
(Mac OS) and print
Switch layouts or modes
Import or export data
Check the spelling of a found set
Perform a script by choosing it from the Script menu
or clicking a button defined for the script
Change global values. Only the host’s changes are
saved with the file. When guests open a file with
global fields, they see the current values. If the host
changes a global value, guests don’t see the change
until they close the file and then reopen it.

1
1
1

Open the ScriptMaker dialog box
Define or change relationships
Define or change passwords
Define or change value lists
Edit a record or layout. Others can view the record,
but no one can modify it until the current user moves
to another record or presses Enter in Browse mode. In
Layout mode, the current user must move to another
layout or switch to another mode.

Means FileMaker Pro is
Waiting to receive data from the network
Waiting for the host to finish processing a request from
another user

Keep these points in mind:

• Sorting, replacing data, viewing and printing summary report
layouts, and other calculation-intensive tasks performed on many
records affect the performance of the host and guest computers.
Perform these tasks on a small found set, or schedule tasks so they’re
performed during low usage periods.

Sharing databases on a network

• FileMaker Pro saves the host’s sort order, find requests, and print
setup (Windows) or page setup (Mac OS). If you’re a guest, you can
save your settings by defining a script. See “Creating scripts to
automate tasks” on page 10-1.

• When you share a file with system formats that are different from
the settings on your computer, you can choose which formats to use.
See FileMaker Pro Help.
• With FileMaker Pro for Windows, you can include information
from other applications using Object Linking and Embedding
(OLE). When you share FileMaker Pro for Windows files, users of
computers running the Mac OS can cut, copy, and paste OLE objects
as graphics, but can’t edit them.

• When you share related files, FileMaker Pro limits access to some
commands and records to keep users from interfering with each
other.

For the best performance when hosting a file, open it first on the
computer that is directly connected to the hard disk on which the file
is stored. Remotely hosting a file stored on another computer is not
supported, as it might compromise data integrity and will result in
poor performance. Examples of remote hosting include opening a
Multi-User-enabled file via the built-in file sharing in Windows,
over Mac OS personal file sharing or AppleShare, or from a file
server.
If you need to contact or alert the guests who are using your database,
you can broadcast messages to them. In the File Sharing dialog box,
click Send Message. Type the message, then click OK. Your guest(s)
see the message in a dialog box. They can dismiss the dialog box by
clicking Cancel—or the dialog box dismisses itself 30 seconds after
appearing.

• When you make changes to a master record, FileMaker Pro
prevents other users from changing the same record.

Opening files as the host

• When you make changes to a related field, FileMaker Pro

To host a file, you must be the first user to open it.

prevents other users from changing the associated related record
and master record.

1. Choose File menu > Open.

• Other users can access the record after you select a field in a
different record, select a different record in the same file, or
leave the master record.

About hosting files
Because many FileMaker Pro commands are processed on the host
machine, you will see better performance if you host your shared
files from the fastest available computer.
You must keep your shared file(s) open to make them available to
guests.

13-3

2. In the Open File dialog box, select a file, then click Open.
3. Choose File menu > Sharing.

To open the File Sharing dialog box, you must open the file using a
password that provides the Export records access privilege.
Warning Anyone who opens a database file with the Export records
access privilege, including FileMaker Pro guests, can then publish
the database on the Web by enabling FileMaker Pro Web
Companion. In this case, your database is protected over the Web by
any FileMaker Pro access privileges. However, you should exercise
caution when granting access privileges. For more information, see
“Protecting published databases” on page 12-5.

13-4

FileMaker Pro User’s Guide

4. In the File Sharing dialog box, select either Multi-User or Multi-User
(Hidden).

Note If Multi-User and Multi-User (Hidden) are dimmed in the File
Sharing dialog box, FileMaker Pro is unable to access the network.
An explanation appears below the Multi-User button. You can also
get an explanation by choosing Open from the File menu, then
clicking Hosts.
Use the Multi-User option to host a file and make its name display in
the Hosts dialog box on guests’ computers. This option is appropriate
for most file sharing situations.
Use the Multi-User (Hidden) feature to host a file while preventing
its display in the Hosts dialog box on guests’ computers. This option
is appropriate for related files that would be opened as a matter of
course when a visible shared file is opened by networked guests. For
example, if you have two related files that you intend to share over
the network, and you want to ensure that your guests open the first
file, you would set the first file to share as Multi-User, while you
would set the second file to be shared as Multi-User (Hidden).
Guests will see the first file in their Hosts dialog box, although both
files will be shared.
If the file uses information from other FileMaker Pro files (like
related databases, external scripts, or value lists), repeat these steps
to open the files and set them to Multi-User.
See “Protecting published databases” on page 12-5 for information
on hiding files shared via FileMaker Pro Instant Web Publishing.
Tip Group the files in a single folder to make it easy to locate them.

Note In FileMaker Pro 4.1 and earlier, you could prevent a file from
appearing in the Hosts dialog box by adding an underscore character
to the end of its name. Now this can only be accomplished by using
the Multi-User (Hidden) sharing option. When converting version
4.1 or earlier files to the current version, FileMaker Pro will set the
sharing option to Multi-User (Hidden) when it encounters filenames
that end in an underscore. This preserves the relationships and scripts
in these files.

Closing shared files
If you’re a host, you can close the files you’re hosting. If you’re a
guest, you can close your connections to shared files.
Important Leave FileMaker Pro by choosing Exit (Windows) or Quit
(Mac OS) from the File menu. If you turn off your computer without
exiting or quitting the program, you can damage open files and lose
your changes.
1. Choose File menu > Close.
2. If you’re a host and guests are connected, click Ask in the Ask

dialog box.
Note You see this dialog box whenever you perform a task that
requires all guests to close their connections to the file. See
“Working with shared files” on page 12-2.

Guests currently
using the file

Sharing databases on a network

Guests see a message asking them to close the file. If guests click
Close Now, FileMaker Pro closes the file. If the guests don’t respond
to the message and the file can be closed safely, FileMaker Pro
closes it in 30 seconds.

FileMaker
Server host

13-5

Select from the
list of shared
files available
on the host

Windows computer host
Mac OS computer host

Hosts dialog box for an IPX network
If a guest clicks Cancel,
FileMaker Pro doesn’t close
the connection to the file
FileMaker
Server host

Opening files as a guest
After the host opens a shared file, guests can connect to the file.

Windows
computer host
Mac OS
computer host

1. Choose File menu > Open.

Select from the
list of shared
files available on
the host

Zones

2. In the Open File dialog box, click Hosts.
3. In the Hosts dialog box, do the following.

Hosts dialog box for an AppleTalk network with zones

For this protocol

Do this

4. Select a file, and then click Open.

IPX/SPX

Continue with step 4.

TCP/IP

To specify a local TCP/IP host, click Local Hosts in the
lower list. FileMaker Pro displays local hosts on the
network in the upper list.

If the network is very busy, the file might not be listed. To check the
network for a longer period of time, use one of the following
procedures.

To specify a host outside your local TCP/IP area, click
Specify Host in the lower list. In the Specify Host dialog
box, type a host name or IP address. (To add this host to
the list, click Permanently add entry to Hosts list.) Click OK.

For this type of network

AppleTalk with
zones

Select the host’s zone in the lower list.

1
1

AppleTalk without
zones

Continue with step 4.

1
1

Do this

TCP/IP
AppleTalk with zones
(Mac OS)

Hold down the Ctrl key (Windows) or Option
key (Mac OS) as you click an item in the lower
list

IPX/SPX (Windows)
AppleTalk without zones
(Mac OS)

Click Cancel to return to the Open File dialog
box. Hold down the Ctrl key (Windows) or
Option key (Mac OS) as you click Hosts.

13-6

FileMaker Pro User’s Guide

If you select a FileMaker Server host (instead of a shared file), you �
will be able to remotely administer the Server. See the �
FileMaker Server documentation for information.�
Keep these points in mind:�

• Close your connection to a shared file if the host asks, or if you
aren’t using the file.

• If some menu commands, layouts, or fields are dimmed, you may
have limited access to the file. See “Protecting databases with
passwords and groups” on page 9-1.

• For information on sharing your file over the Web, see “Publishing
databases on the Web” on page 12-1.

Chapter 14
Publishing databases on the Web
With FileMaker Pro, you can make your data available on the Web.
For example, you can publish an events calendar, so that customers
can access the information using a web browser.
This chapter explains:

• how web users can access and work with your data on the Internet
or an intranet

• what web users need to access databases
• what you need to publish databases
• how to publish your databases using FileMaker Pro Instant Web

Web terminology
Before publishing your database, you should understand the
following concepts.
This term

Means

Internet

A network of computers joined by data lines that
communicate using common software standards. The
World Wide Web is part of the Internet.

Intranet

A network of computers used to share information within
one company or workgroup. For example, a corporate
intranet can connect world-wide sales offices. Intranets
can be linked to the Internet.

World Wide Web

A large collection of documents, or pages, stored on
computers called web servers.

Web server

A computer that is connected to the Internet or an intranet,
and has a web server application installed on it. Web
server applications deliver web pages and associated files
to web browsers. The FileMaker Pro Web Companion is
a web server application.

Web page

A document that resides on a web server. Web pages
contain HTML.

Publishing

About publishing databases on the Web
With FileMaker Pro, you can publish your databases on the World
Wide Web (or an intranet) using FileMaker Pro Web Companion.
You don’t need any additional software—anyone with web browser
software and access to the Internet or an intranet can view, edit, sort,
or search your database, if you give them access privileges.
Note FileMaker Pro documentation uses the term publishing on the
Web to refer to databases that users can access on the Internet or on
an intranet.

Hypertext Markup A system of codes or tags that define how a web browser
Language (HTML) displays information in a web page.
Web site

A group of web pages that are linked together on a web
server.

Home page

The first web page that users see when they connect to a
web site.

Web browser

A software application that displays web pages. Internet
Explorer and Netscape Navigator are browsers.

You can publish a database on the Web to:

• make your data available to many people, using almost any kind of
computer, anywhere in the world. (You can, however, restrict access
to the file.)

• access your data from many locations, for example, while traveling
or working at home.

14-2

FileMaker Pro User’s Guide

This term

Means

Host computer

In FileMaker Pro web publishing, a web server running
FileMaker Pro with the Web Companion enabled. Your
published databases must be open on the host computer.

Internet Protocol
(IP) address

A unique address for each computer connecting to the
Internet or an intranet. Web pages are sent from one IP
address to another—first a web browser requests specific
pages, then the server application delivers the requested
page to the browser.

Internet service
provider (ISP)

A company that provides Internet connections. An ISP
may also provide services for hosting FileMaker Pro
databases on the Web.

Cascading style
sheets (CSS)

A language that provides more control over the layout and
appearance of web pages than HTML. Cascading style
sheets work like templates for web pages. If web pages
contain CSS, users must view the pages in a browser that
supports CSS.

About FileMaker Pro Web Companion
FileMaker Pro Web Companion is a plug-in component of
FileMaker Pro. The Web Companion functions as a web server
application, communicating with web browsers that request data
from (or submit data to) a FileMaker Pro database.

Publishing a database with FileMaker Pro Web Companion
Users’ computers running
web browser software

Internet or intranet
connection

A web browser
requests data from or
sends data to the
database. The Web
Companion returns web
pages that contain data

Host computer running FileMaker Pro.
The Web Companion is enabled and
the database is open

Note The Web Companion also acts as a Common Gateway Interface
(CGI) application, handling the interaction between FileMaker Pro and
web browser software. You can publish databases using other Common
Gateway Interface (CGI) applications, available from third-party vendors.

About Instant Web Publishing
You can use FileMaker Pro Instant Web Publishing to quickly and
easily publish your database. You don’t have to change your
database, use additional software, or design web pages. Instant Web
Publishing is included in FileMaker Pro.
Note FileMaker Pro Instant Web Publishing is designed for sharing
data in small workgroups, or for accessing your own data on a
network. For information about the number of users that can access
a published database, see FileMaker Pro Help. Choose Help menu >
Contents and Index, click the Index tab, and type guests.

Publishing databases on the Web

There are two additional ways to publish your data using
FileMaker Pro:

Type the IP address in
the browser window

• For more control over the appearance and functionality of your
published database, use the features available in the FileMaker
Developer software. For example, you can create custom web pages
that interactively enter web users’ names into a database field. For
information about FileMaker Developer, choose Help menu >
FileMaker on the Web.

• If your data rarely changes, or if you don’t want users to connect
directly to your database, you can use static publishing to make your
data available on the Internet or an intranet. With static publishing,
you export FileMaker Pro data to create a web page. The web page
doesn’t change when information in your database changes, and
users don’t connect to your database. (With Instant Web Publishing,
data is updated in a web browser window each time the browser
sends a request to the Web Companion.)
Static publishing is documented in Help. Choose Help menu >
Contents and Index, click the Index tab, and type static web
publishing.
This chapter explains how to publish databases using the Instant
Web Publishing feature.

How users work with databases on the Web
To work with a published FileMaker Pro database, users need:

• web browser software. For more information, see “About browser
requirements” on page 12-11.

• access to the Internet or an intranet
• the Internet Protocol (IP) address of the computer that hosts your
database file
To access a published database, web users launch web browser
software, then type the IP address of your host computer.

14-3

In the home page that displays, users click a filename to open a
database. If the database requires a password, users must type it in
the Password dialog box. Then, the database opens.
Note If you’re using the Web Security Database, web users must
also enter a name in the Password dialog box. For information about
the Web Security Database, see “Protecting published databases” on
page 12-5.

Click a filename
to open the
database
Web Companion built-in home page

The built-in home page, called the Instant Web Portal, lists the
FileMaker Pro databases that are open on the host computer and
enabled for web sharing. (See “Enabling Web Companion sharing”
on page 12-10.)
FileMaker Pro Instant Web Publishing provides web pages, or views,
for working with your database. Web users click buttons or links on
the pages to browse, find, sort, add, edit, and delete records. (See
“About browser views for web publishing” on page 12-14.)

14-4

FileMaker Pro User’s Guide

What you need to publish
databases on the Web
To publish databases using Instant Web Publishing you need:

• a Windows– or Mac OS–based computer running FileMaker Pro
• FileMaker Pro Web Companion must be installed. For
information about hardware requirements and software
installation, see the FileMaker Pro Getting Started Guide
FileMaker Pro database in a web browser

• access to the Internet or an intranet (see the following section)
• one or more FileMaker Pro databases

Keep these points in mind:

• When you publish databases, you can use the Web Companion

Keep these points in mind:

built-in home page, or create a custom home page. See “Creating a
custom home page” on page 12-6 and “Choosing a home page for
web publishing” on page 12-8.

• For information about securing your data on the Web, see

• To prevent files from appearing on the built-in home page, see
“Security considerations for published databases” on page 12-5.

• A web user can type the IP address of the host computer, or you can
provide a link to your database on a web page that you set up.

• In some cases, web users can type the domain and host name of
your computer instead of the IP address, for example
http://accounts.yourcompany.com. Or, they can type the host
name, like http://yourcompany.com. Contact your Internet
service provider or network administrator for information.

• If you configure the Web Companion to use a port number other
than 80 (which is the default), that port number must be appended to
your IP address. See “Specifying a port number for web publishing”
on page 12-9.

• For information about how web users work with graphics, sound,
and movies, see FileMaker Pro Help. Choose Help menu > Contents
and Index, click the Index tab, and type container fields.

“Protecting published databases” on page 12-5.

• For information about setting up databases for web publishing, see
“Publishing databases on the Web: an overview” on page 12-6.
• You can create a personalized home page for web publishing. See
“Creating a custom home page” on page 12-6.
• For information about creating layouts for web publishing,
including tips for designing layouts for the web, see FileMaker Pro
Help. Choose Help menu > Contents and Index, click the Index tab, and
type layouts, on Web.
Connecting to the Internet or an intranet
When you publish databases on the Internet or an intranet, the host
computer must be running FileMaker Pro, and your databases must
be open. In addition:

• To publish your database on the Internet, the host computer should
have a full-time connection to the Internet.

Publishing databases on the Web

The host computer should have a static (permanent) IP address.
However, if you connect to the Internet using a modem connection
to an Internet service provider (ISP), your IP address could be
dynamically allocated (it is different each time you connect). A
dynamic IP address makes it more difficult for users to locate your
databases.

• To publish your database within a company or workgroup, the host
computer should have a full-time connection to an intranet using
TCP/IP.
Important It is strongly recommended that you publish your database
on a computer with a full-time Internet or intranet connection. You
can publish databases without a full-time connection, but they are
only available to users when your computer is connected to the
Internet or an intranet.
If you are not sure of the type of access available to you, consult your
Internet service provider or network administrator. For more
information, choose Help menu > FileMaker on the Web.

Protecting published databases
When you publish a database, you can limit who can access your
database and the tasks that users can perform:

• If you specify FileMaker Pro access privileges for your database,
those same access privileges are in effect when you publish your
database on the Web. When web users open the database in their
browser, they enter the same password they use to open the file in
FileMaker Pro. See “How users work with databases on the Web” on
page 12-3, and “Defining passwords” on page 9-1.

14-5

• You can specify a layout to limit the fields that web users can
access. (Web users can access all records in the open database.) See
“Choosing layouts for web publishing” on page 12-12.
• You can select web styles that only allow users to search your
database or enter new records. See “Choosing a web style” on
page 12-11.
Tip When creating a password for a published database or remote
administration, use only the characters A through Z, numerals, or a
combination of the two. Do not include spaces in your password.
(Some characters may be interpreted incorrectly over the Web.) See
“Defining passwords” on page 9-1.
FileMaker Pro access privileges are convenient, easy to use, and the
best choice for most database security needs. However, you can use
the Web Security Database for additional security features. Keep
these points in mind:

• When you select field restrictions for Instant Web Publishing, be
sure to clear ExactSearch, ExactUpdate, and ExactDelete in the Web
Security Database.

• For more information about the Web Security Database, see
Web Security.pdf, located in the Web Security folder (inside the
FileMaker Pro folder).
Security considerations for published databases
Keep these security issues in mind when publishing databases:

remote administration for web publishing” on page 12-8.

• Warning Users who open a database with the Export records access
privilege, including FileMaker Pro guests, can publish the database
(by enabling FileMaker Pro Web Companion on their computers).
Use caution when granting access privileges to guests. See “Defining
passwords” on page 9-1.

• You can specify the IP addresses that can request data from the

• Due to the way web servers work, all files in the Web folder can be

Web Companion. See “Selecting a security method for web
publishing” on page 12-9.

deleted by knowledgeable web users. Don’t put sensitive documents
or databases inside the Web folder. (The Web folder is located in the
FileMaker Pro folder.)

• You can allow or prevent remote administration. See “Enabling

14-6

FileMaker Pro User’s Guide

• To prevent a published database from displaying on the built-in
home page, rename the database to include an underscore character
at the end of the filename, before any filename extension (for
example, Orders_ or Orders_.fp5). If you change the filename, you
may need to change references to the file in relationships and scripts.
• If you specify a layout for web publishing, web users can only
access the fields on the specified layout. However, knowledgeable
users can use features available with FileMaker Developer software
to change the layouts that they access. See “Choosing layouts for
web publishing” on page 12-12.

• If you publish a layout with related fields, they appear when a web
user opens the master file. The related file opens with the privileges
associated with the master file’s password. See “Choosing layouts
for web publishing” on page 12-12 and “About relational databases”
on page 8-2.

• If you have an open database on a host computer, but you don’t
want to publish it, be sure Web Companion Sharing isn’t enabled for
that database. See “Enabling Web Companion sharing” on
page 12-10.

Creating a custom home page
You can use a custom home page instead of the FileMaker Pro Web
Companion built-in home page. (See “How users work with
databases on the Web” on page 12-3.) For example, you can include
these items on your custom home page:

• a link to your published database
• a description of your database
• your email address, or an automated email link, so users can
contact you

• a company logo, or other graphics

To create a custom home page, you need software for editing HTML,
like a text editor or web page authoring application. When you name
the home page file, you must include the .htm or .html extension (for
example, company.htm or company.html).
After creating the home page, move it into the top level of the Web
folder in the FileMaker Pro folder. Then, configure the Web
Companion to use your home page. See “Choosing a home page for
web publishing” on page 12-8.

Publishing databases on the Web:
an overview
After setting up your Internet or intranet connection, you can publish
your database.
Important Before publishing your database, be sure your data is
secure. See “Protecting published databases” on page 12-5.
Perform the following steps on a computer connected to the Internet
or an intranet via TCP/IP:
You only need to perform these steps once:
1. If you created a custom home page, move it into the top level of

the Web folder in the FileMaker Pro folder. (See the previous
section, “Creating a custom home page.”)
2. Enable FileMaker Pro Web Companion plug-in. (See “Enabling
FileMaker Pro Web Companion” on page 12-7.)
3. Verify that Instant Web Publishing is enabled, (See “Enabling
Instant Web Publishing” on page 12-8.)
4. Verify the remaining Web Companion options, and make changes
if needed. (See “Configuring FileMaker Pro Web Companion” on
page 12-7.)

Publishing databases on the Web

Repeat the following steps for each database you publish:
1. Enable Web Companion Sharing. (See “Enabling Web

Companion sharing” on page 12-10.)

14-7

Configuring FileMaker Pro
Web Companion

Search and Sort pages. (See “Setting up browser views” on
page 12-10.)

After you enable the Web Companion, verify that the configuration
settings are correct. Since the default values are appropriate for most
uses, you may not need to change these settings.

3. Test your database on the Internet or intranet. (See “Testing your

1. Choose Edit menu > Preferences > Application.

2. Choose a web style, and configure the Table View, Form View,

published database” on page 12-13.)
4. Tell web users how to access your database. (See “How users

work with databases on the Web” on page 12-3.)

2. In the Applications Preferences dialog box, click the Plug-Ins tab.
3. Select Web Companion in the list, then click Configure.

You see the Web Companion Configuration dialog box.

Enabling FileMaker Pro Web Companion
You only need to enable this preference one time:
1. Choose Edit menu > Preferences > Application.
2. In the Application Preferences dialog box, click the Plug-Ins tab.
3. Select the Web Companion checkbox.

Note If Web Companion doesn’t appear in the dialog box, you must
install the Web Companion plug-in. (See the FileMaker Pro Getting
Started Guide.)
4. Click Configure to set Web Companion options, or click OK.
4. Choose the configuration options you want (see below), then
click OK.
5. Click OK in the Application Preferences dialog box.
Select the Web
Companion checkbox

Note FileMaker Pro Instant Web Publishing is designed for sharing
data in small workgroups, or for accessing your own data on a
network. For information about the number of users that can access
a published database, see FileMaker Pro Help. Choose Help menu >
Contents and Index, click the Index tab, and type guests.

14-8

FileMaker Pro User’s Guide

Enabling Instant Web Publishing
To

Do this

Publish databases

Be sure Enable Instant Web Publishing is selected in the
Web Companion Configuration dialog box.

Stop publishing all
databases

Clear Enable Instant Web Publishing.

Stop publishing
one database

Disable Web Companion Sharing in that database. See
“Enabling Web Companion sharing” on page 12-10.

Choosing a home page for web publishing
When web users specify the IP address (or host and domain name) of
your host computer in a browser, they see your database home page.
See “How users work with databases on the Web” on page 12-3.
If you created a custom home page, you can set an option to display
it instead of the Web Companion built-in home page. See “Creating
a custom home page” on page 12-6.
In the Web Companion Configuration dialog box, choose a home
page from the Home Page list.

Choosing a language for Instant Web Publishing
You can choose a language for the FileMaker Pro Instant Web
Publishing interface and the Instant Web Publishing onscreen Help.
This option has no effect on your data.
To specify the language for the FileMaker Pro Instant Web
Publishing interface, choose a language from the Language list in the
Web Companion Configuration dialog box.

Tracking web activity in log ﬁles
To track the activity your databases receive from web users, enable
one or more of the following options in the Web Companion
Configuration dialog box.
Select

To track

In this file

Access log file

Information about web users who access your access.log
database (for example, the users’ IP addresses
and pages accessed)

Error log file

Errors generated by the Web Companion

error.log

Information log file Entries made with FMP-Log replacement tags info.log
in custom web publishing files.
You can create custom files using FileMaker
Developer software. For more information,
see the documentation that comes with
FileMaker Developer.

The Web Companion creates log files in the FileMaker Pro folder.
You can view them in any application that opens text files.For more
information, see FileMaker Pro Help. Choose Help menu > Contents
and Index, click the Index tab, and type log of Web activity.
Tip You can also use FileMaker Pro Web Companion external
functions to track user activity. The external functions are
documented in Help. Choose Help menu > Contents and Index, click
the Index tab, and type external functions.

Enabling remote administration for web publishing
If you enable remote administration, you can perform the following
tasks on a computer other than the computer hosting your published
databases:

• open or close databases, using features available with FileMaker
Developer software

Publishing databases on the Web

• use HTTP

Put and Get commands to upload or download
database files to and from the Web folder (inside the FileMaker Pro
folder). In addition, you can upload any file to the Web folder. For
information about HTTP commands, see your web browser
documentation or an HTML reference.

• access the Web Security Database. For more information about the

14-9

To specify the computers that can access your databases, select
Restrict access to IP address(es), then type one or more IP addresses.
For example, you can specify that only address 12.34.56.78 can
access your database.
Keep these points in mind:

Web Security Database, see WebSecurity.pdf, located in the Web
Security folder.

• If you don’t select Restrict access to IP address(es), any web user can

Choose a Remote Administration option in the Web Companion
Configuration dialog box:

• When specifying IP addresses in the Web Companion
Configuration dialog box:

To

Select

Prevent remote administration

Disabled

Allow remote administration
without a password

Require no password
Warning If you select this option, any web
user can remotely administer your databases.

Require a password before
allowing remote administration

Requires password, then type a password in
the box.

Passwords for remote administration are documented in Help.
Choose Help menu > Contents and Index, click the Index tab, and type
remote administration. For more information, see the
documentation that comes with FileMaker Developer software.

Selecting a security method for web publishing
The Web Companion uses FileMaker Pro access privileges by
default. However, you can also use the Web Security Database for
additional security features. For more information, see “Protecting
published databases” on page 12-5.
To select a security method, choose FileMaker Pro Access Privileges
or Web Security Database in the Web Companion Configuration
dialog box.

access your database home page. However, you can limit access to
individual databases with access privileges or the Web Security Database.

• IP addresses must be numeric
• You can type multiple addresses separated by commas. For
example, 1.2.3.4, 5.6.7.8

• You can type a wildcard symbol (*) for the last number in an
address. For example, 1.2.* allows access from any IP
address that starts with 1.2., like 1.2.3.4 or 1.2.34.56

Specifying a port number for web publishing
The TCP/IP port number in the Web Companion Configuration
dialog box specifies where web browsers can find FileMaker Pro
databases.
If port number 80 is already in use (for example, in running another
web server application), consider changing TCP/IP Port Number to
591. FileMaker, Inc. has registered port number 591 with the Internet
Assigned Numbers Authority (IANA) for use with FileMaker Pro
Web Companion.
Note If you use a port number other than 80, web users cannot access
your database unless they append a colon, and the new port number,
to your IP address (or host and domain name). For example, users
would type 12.34.56.78:591 or
http://accounts.yourcompany.com:591/
See “How users work with databases on the Web” on page 12-3.

14-10

FileMaker Pro User’s Guide

Enabling Web Companion sharing

Setting up browser views

For each database you want to publish on the Web:

In a web browser, users can see different pages, or views, of your
database:

1. Open the database.
2. Choose File menu > Sharing.

You must have the Export records access privilege to open the File
Sharing dialog box. If you can’t open the dialog box, reopen the
database with a password that provides the Export records privilege.
See “Defining passwords” on page 9-1.
3. In the Companion Sharing area of the File Sharing dialog box, select

the Web Companion checkbox.
If Web Companion is dimmed, see “Enabling FileMaker Pro Web
Companion” on page 12-7. If Web Companion doesn’t appear in the
dialog box, you must install the Web Companion plug-in. (See the
FileMaker Pro Getting Started Guide.)

• a Table View page, for working with several records at a time
• a Form View page, for working with one record at a time
• a Search page, for finding information
• a Sort page, for sorting information (if enabled)
When you set up browser views, you can choose a web style for the
database. You can also choose the layouts that display in Table
View, Form View, or Search pages. Web styles and layouts work
together to determine how your database appears in a web browser.
Web users see only the pages and features that you set up. For
example, if you disable sorting, Web users don’t see the Sort page.
For more information about the pages that users can access, see
“About browser views for web publishing” on page 12-14.
To set up web publishing views:
1. Choose File menu > Sharing.�

See the previous section, “Enabling Web Companion sharing.”�
2. In the Companion Sharing area of the File Sharing dialog box, select �
Select the Web
Companion
checkbox

Web Companion, then click Set Up Views.�
3. In the Web Companion View Setup dialog box, choose the options �
Click to set up
browser views

you want (see below).�
4. Click Done, then click OK in the File Sharing dialog box.�

4. Click Set Up Views to configure the browser views, or click OK.

See the next section, “Setting up browser views.”
To stop publishing the current database, clear Web Companion in the File
Sharing dialog box. To stop publishing all databases, disable Instant
Web Publishing. See “Enabling Instant Web Publishing” on page 12-8.

Note These settings apply only to the current database. You must set
up browser views separately for each published database.

Publishing databases on the Web

Choosing a web style
FileMaker Pro Instant Web Publishing includes web styles that
determine the appearance of your database in a browser. For
example, you can choose the Lavender style to display titles and
buttons in a purple color scheme. You can also choose styles
specifically designed for searching for records, or for creating
records.

Web style

Renders
layouts Comments

Blue and Gold 1 Yes

Similar to the style used in FileMaker Pro 4.0
Instant Web Publishing, but doesn’t include the
record range or book icon

Blue and Gold 2 No

Identical to the style used in FileMaker Pro 4.0
Instant Web Publishing.
The record range and book icons only appear in
Java™ enabled browsers. If the browser isn’t
Java enabled, the controls appear as links.

Search Only

Yes

Similar to a search engine, this style only allows
web users to find and view records. Only the Form
View, Table View, and Search pages display.

Entry Only

Yes

Like a guest book, this style only allows web
users to add a record. Only the New Record page
displays. (The Web Companion displays a
confirmation message after adding the record.)

You can choose a different web style for each published database.
To choose a web style, click the Web Style tab in the Web Companion
View Setup dialog box, then select a style from the list.

Click Web Style

Select a web style

About browser requirements

Information about
the selected style

When choosing a web style, keep in mind the web browser software
that is used to access your database:

Unless noted in the following table, web styles can display these web
pages: Form View, Table View, Search, Sort, New Record, and Edit
Record. For more information, see the next sections, “About browser
requirements” and “About layout rendering.”
Web style

14-11

Renders
layouts Comments

Soft Grey
Lavender
Wheat

Yes

These styles are identical, except for the color
scheme of the titles and buttons. Soft Grey uses
neutral colors that work with many layouts.

Fern Green

No

Similar in appearance to Soft Grey, Lavender,
and Wheat, but can be viewed in more browsers

• If you choose a web style that renders layouts, users must view
your database in a browser that supports cascading style sheets level
1 (CSS1), like Internet Explorer 4.0. In addition, JavaScript must be
enabled in the browser. For more information, see the web browser
documentation.
• If you choose a web style that doesn’t render layouts, users don’t
need a browser that supports cascading style sheets. For example,
they can view your database in Internet Explorer 3.0 or Netscape
Navigator 3.0.
• If you’re unsure which browsers are used to access your database,
consider choosing the Fern Green style.

14-12

FileMaker Pro User’s Guide

About layout rendering

Fern Green style in a browser window

Most web styles render layouts—they display your layouts in a web
browser almost as they appear in a FileMaker Pro window. Web
styles can render layouts in Form View, New Record, and Edit
Record pages. (See “About browser views for web publishing” on
page 12-14.)

This style doesn’t
render the layout.
For example, the
logo doesn’t
appear, and the
field names and
fields display
vertically.

If you choose a style that doesn’t render layouts, Web users don’t see
text styles, backgrounds, and colors that display in the FileMaker Pro
window.
Database in FileMaker Pro window

Choosing layouts for web publishing
Layouts determine the fields and the format of the data that web
users see.
To choose a layout for a web page, click the Table View, Form View,
or Search tab in the Web Companion View Setup dialog box, then
select a layout from the list.
Click a tab

Soft Grey web style in a browser window

This style
renders the
layout you see
in the FileMaker
Pro window

Select a layout
Fields in the
selected
layout

Publishing databases on the Web

Keep these points in mind:

• The layout you choose for Form View is also used for New Record
and Edit Record pages. See “About browser views for web
publishing” on page 12-14.

To

Select

Let users define
how data is sorted

User defines sorting by specified fields in the browser. Click
Specify to choose the fields, then click OK in the Specify
Sort dialog box.

• For Table View and Search pages, you can choose All Fields (no
layout) to display all the fields defined in the database, in the order
they were created. However, in most cases, you should specify a
layout with the fields you want web users to see.

• Related fields don’t display if you choose All Fields (no layout). For

14-13

If a user sorts records, it doesn’t affect the record order
for other users. Users are limited to sorting on the fields
you choose.
Sort records before
they display in the
web browser

more information about displaying related fields, see “Security
considerations for published databases” on page 12-5.

Predefined sorting by specified fields before downloading to
the browser. Click Specify to choose the fields, then click
OK in the Specify Sort dialog box.
Records always display in the order you choose. The Sort
button doesn’t appear in Table View or Form View.

• For the Search page, choose a layout that doesn’t include summary,
global, or container fields. If your layout includes these field types,
users can’t enter search criteria into the fields, even though they
display in the web browser.

• For more information about layouts for web publishing, including
tips for designing layouts for the web, see FileMaker Pro Help.
Choose Help menu > Contents and Index, click the Index tab, and type
layouts,on Web.
Setting sort options for web publishing
You can set options for the Sort page that appears in a web browser.

For information about sort fields and sort orders, see “Sorting
records” on page 3-8.

Click Sort

Choose an option
for the Sort page
Sort fields that
you specify

To set sort options, click the Sort tab in the Web Companion View
Setup dialog box, then choose one of the following:
To

Select

Disable sorting in
the web browser

Do not sort records
This option speeds up access to the database. Records
display in the order they were added to the database. The
Sort button does not appear in Table View or Form View.

Testing your published database
Before notifying users that your published database is available,
verify that it looks and functions as you expect. For example:

• Click links and buttons to display different pages.
• Test features like searching and adding records.

14-14

FileMaker Pro User’s Guide

• Test your published database in different operating systems and
browsers.

• Check to be sure unauthorized users can’t access or modify your
data.
Tip You can test web publishing features in FileMaker Pro without
connecting to the Internet or an intranet. For more information, see
FileMaker Pro Help. Choose Help menu > Contents and Index, click
the Index tab, and type Web Companion,testing databases.

Click to view a list of records

About browser views for web publishing
The following sections describe the pages that are available in
FileMaker Pro Instant Web Publishing.

Browsing records in Form View
The Form View page displays one record at a time, making it easy to
see the detail of each record.

Click to view the database home page
Click for Help
Click to view the next record

Click to look for a record
or group of records

Type a record number,
then click the arrow to
see a specific record

Click to create a record
Click to edit this record
Click to delete this record
Click to display all records
Click to sort records

Form View in a browser

Publishing databases on the Web

Browsing records in Table View
The Table View page lists multiple records. Each row displays a
record, and each column displays a field.

Click to display the first
record in Form View

Type the range of records you
want to view (like 1-5), then
click the arrow

Click a record number to
display the record in Form View

Table View in a browser

Searching for records
The Search page provides options for finding information in your
database. The results of the search display in Table View.
Choose a search operator

Click to search for records
Click to reset the search criteria
Click to return to Table View or Form
View without searching the database

Type the search criteria, then
click Start Search

Choose a search type
Searching in a browser

14-15

14-16

FileMaker Pro User’s Guide

Sorting records
The Sort page provides options for changing the record order.
Sorting records in a browser

Click to sort records
Click to reset the sort order
Click to return to Table
View or Form View
without sorting records

Select field names for the first,
second, third, and fourth sorts

Creating records
The New Record page displays a form for entering data.
Note There isn’t a separate web page for deleting a record. When
users click Delete Record in Form View, they are prompted to
confirm the deletion.
Creating records in a browser

Click to add a record to the database
Clear the information you’ve entered
Click to return to Table View or
Form View without adding a record

Enter data into the fields

Select ascending or descending sort order,
or a custom sort order based on a value list

Publishing databases on the Web

Editing records
The Edit Record page displays a form for changing existing data in
a record.
Editing records in a browser

Click to change the record in the database
Clear the information you’ve changed
Click to return to Table View or Form
View without changing the record
Change the data in the fields

14-17

Chapter 15
Using ODBC with FileMaker Pro
This chapter explains how to:

ODBC terminology

• set up a FileMaker Pro database to share data via ODBC
• import data into an existing FileMaker Pro database using ODBC

Before working with ODBC, it’s useful to understand the
following terms.

About ODBC
Open Database Connectivity (ODBC) is an application
programming interface (API) that enables applications to access data
from many different database management systems. ODBC gives a
wide variety of client applications a common language for
interacting with a variety of data sources and database services.
All applications that support ODBC recognize a common subset of
Structured Query Language (SQL) statements. SQL lets you use other
applications (like query and reporting tools, spreadsheets, and word
processing applications) to view, analyze, and modify FileMaker Pro data.
ODBC components

Client
Application

Driver
Manager

Oracle
ODBC Driver

Oracle

SQL Server
ODBC Driver

Microsoft
SQL Server

FileMaker Pro
ODBC Driver

FileMaker Pro

This term

Means

Database Management
System (DBMS)

An application that allows users to store, process,
and retrieve information in a database

Data source

The data you want to access (like a DBMS) and
information to locate the data (like the path or IP
address)

Structured Query
Language (SQL)

A standard programming language that controls and
interacts with a DBMS

Client application

The application that is requesting data (using SQL)
from a data source using ODBC

Query

Retrieving, manipulating, or modifying data from a
data source by sending SQL statements

Table

A collection of data, similar to a FileMaker Pro file

Column

An attribute in a table, similar to a field in a
FileMaker Pro file

Row

A set of cells in a table, similar to a record in a
FileMaker Pro file

ODBC Driver

A DLL (Windows) or shared library (Mac OS) that
sends a SQL query to access data stored in a
database and delivers data to the client application

Local Data Access
Companion

The FileMaker Pro companion plug-in that enables
sharing data via ODBC on the same computer

Remote Data Access
Companion

The FileMaker Pro companion plug-in that enables
sharing data via ODBC across a TCP/IP network

15-2

FileMaker Pro User’s Guide

ODBC support in FileMaker Pro
You can use the ODBC support in FileMaker Pro to:

• work with FileMaker Pro data from ODBC-compliant applications

other ODBC-compliant applications. Enable the Local Data Access
Companion to share a FileMaker Pro file on the same computer.
Enable the Remote Data Access Companion to share the
FileMaker Pro file across a TCP/IP network.

to create charts, construct ad-hoc queries, and analyze your data with
a variety of software applications

Sharing data via ODBC: an overview

• construct SQL queries in FileMaker Pro to import data from other

To share FileMaker Pro databases using ODBC, you:

ODBC data sources like Microsoft Access or Oracle databases
See FileMaker Pro Help for these and other ODBC topics: using
SQL statements in FileMaker Pro to update data in client
applications, and the SQL commands that FileMaker Pro supports.

Sharing FileMaker Pro data via ODBC
This section provides instructions for sharing FileMaker Pro data
with other ODBC-compliant applications. The process of
constructing SQL queries varies for each ODBC client application.
The FileMaker Pro ODBC driver enables you to access FileMaker Pro
data from other ODBC-compliant applications. For example, you can:

• perform mail merges with Microsoft Word (Windows only)
• create charts with Microsoft Excel
• move or back up FileMaker Pro data to corporate-level DBMSs,

1. Prepare the database files by enabling the Data Access Companion

plug-ins.
It’s a good idea to review the file’s access privileges to prevent data
from being inadvertently modified or deleted.
2. In the ODBC client application, configure the data source using
the ODBC control panel.
3. Connect to the FileMaker Pro data source, then construct and execute
the SQL query in a client application (like Microsoft Query or BrioQuery).

The procedures are described in more detail below.

Enabling the Data Access Companions
To share your data via ODBC, start by enabling the Data Access
Companion plug-ins:
1. Choose Edit menu > Preferences > Application.
2. Select the Plug-Ins tab.

like Microsoft SQL Server

3. Enable the desired Data Access Companions and click Done.

• further analyze your FileMaker Pro data with query or reporting

• Enable Local Data Access Companion to share the FileMaker Pro

tools like BrioQuery or Crystal Reports to create charts, construct adhoc queries, and perform drill-down analysis

data with ODBC-compliant applications on the same computer.

• create a Microsoft Visual Basic application that shares information
with FileMaker Pro
FileMaker Pro shares data via ODBC with the Data Access
Companions. The Data Access Companions are FileMaker Pro plugins that interface between the FileMaker Pro ODBC driver and your
FileMaker Pro database. They respond to SQL queries sent from

• Enable Remote Data Access Companion to share FileMaker Pro data
across a TCP/IP network.
4. In each database you want to share, choose File menu > Sharing,
enable the Data Access Companions, and click OK.

• Enable Local Data Access Companion to share this FileMaker Pro
database with ODBC-compliant applications on the same computer.

Using ODBC with FileMaker Pro

• Enable Remote Data Access Companion to share this FileMaker Pro
database with ODBC-compliant applications remotely across a TCP/
IP network.
5. Verify that the file was opened using a password that allows you

to export records.
Important Each file must remain open for client applications to
access the data.
The FileMaker Pro data is ready to be accessed by an ODBCcompliant client application through the FileMaker Pro ODBC
driver. Each FileMaker Pro file that is open and has a Data Access
Companion enabled is represented as a table. The filename (without
the extension) is used as the table name. FileMaker Pro fields are
represented as columns. The complete field name, including any
non-alphanumeric characters, displays as the column name.
Note If your FileMaker Pro field names contain spaces, some query
tools may not be able to access the data. To prevent this, eliminate
spaces from field names in FileMaker Pro or surround the field
names with a double quote or grave character (the accent above the
Tab key) in the SQL query.
To install the FileMaker Pro ODBC driver on a remote machine,
consider licensing FileMaker Developer software, which includes a
separate installer for the FileMaker Pro ODBC driver. For more
information, choose Help menu > FileMaker on the Web.

15-3

Important Review the following security issues:

• A FileMaker Pro guest on a network can share data via ODBC
unless they open the file with a password that does not allow them to
export records. For information on assigning passwords, see
“Defining passwords” on page 9-1.

• Only the data in fields is protected with passwords. Table and
column names are available to an ODBC client without a password.

• The first password is saved (cached) during an ODBC connection.
If you use the same password for all files, users won’t need to respecify the password.

Accessing FileMaker Pro data from an
ODBC client application
Once a FileMaker Pro file is shared with a Data Access Companion,
you can connect to it from an ODBC client application. To access
data from the client application, you:
1. Create and configure the DSN (data source name) using the
ODBC control panel (by choosing the FileMaker Pro ODBC driver
and specifying where the data is located)
2. Construct and execute the SQL query.

Conﬁguring the ODBC control panel
This section provides instructions for specifying FileMaker Pro as
the data source.

Security issues
If data is unprotected, it can be modified and deleted from other
applications. To protect your data, specify file passwords (and, if
desirable, groups) using FileMaker Pro access privileges. For more
information, see “Defining passwords” on page 9-1.
The Password dialog box is generated by the ODBC client
application, so each application might present the dialog box at
different times.

Note Each ODBC client application connects to the FileMaker
ODBC data source differently. The way you interact with data
sources, provide passwords, and perform and display query results
varies for each client application. For more information, refer to the
documentation that comes with the client application.

15-4

FileMaker Pro User’s Guide

To configure the ODBC control panel to access FileMaker Pro data
via ODBC:
1. Open the ODBC control panel (named ODBC Data

Sources (32bit) in Windows and ODBC Setup PPC in the
Mac OS).
2. In the User DSN tab, click Add to configure a new data source.

Specifying advanced options
Use the Advanced tab in the ODBC FileMaker Driver Setup dialog box
to specify the following optional settings:
This option

Refers to

Max Text Length

The maximum length of a column in a specific row
(64000 is the maximum number of characters allowed
in a row). Decreasing this number uses less memory and
can improve performance.

File Open Cache

The maximum number of used file handles to cache. By
specifying a value, you are choosing how many tables
to keep open.

Fetch Chunk Size

The number of rows that each fetch request (to
FileMaker Pro) uses when the driver scrolls forward
through a rowset. For best results, the number should
match the number of records you’re retrieving.

International Sort

The order records are retrieved when you include the
ORDER BY clause. Select to use international sort
order as defined by your operating system.

3. Select the FileMaker Pro ODBC driver (named FileMaker Pro in

Windows and ODBC 3.11 FileMaker Pro PPC in the Mac OS) and
click Finish.
4. In the General tab, type a Data Source Name and Description.

The data source name should be meaningful to others accessing
the data.
5. If you are accessing a remote FileMaker Pro data source, select
Use Remote Connection and provide the IP address of the computer
sharing the FileMaker Pro database.

The FileMaker Pro ODBC driver must be installed on the computer
generating the SQL query.

Clear to use the ASCII sort order (the default setting).

6. Click OK, or click the Advanced tab to specify additional settings.

See the next section for more information.
You may specify options in other tabs, depending on which control
panel and driver you are working with. For example, the File DSN tab
is used by file-based data sources and can be shared by multiple users
who are using the same type of driver.

Number, Time, and
Date as Text

The driver treats Number, Date, and Time values as text
rather than numeric data. This preserves all data in a
field, even if the data isn’t the same as the field type.

Applications Using
Threads

Enables the driver to work with multi-threaded
applications. Clear this checkbox if you’re working
with single-threaded applications.

Translate button

Translates your data from one character set to another.

After configuring the control panel, you connect to the FileMaker
Pro data source and construct a SQL query in the ODBC client
application. For a list of SQL statements that FileMaker Pro
supports, choose Help menu > Contents and Index, click the Index tab,
and type SQL support.
Note Performing complex queries or retrieving a large number of
records may take time. Consider batching the requests for optimal
performance.

Using ODBC with FileMaker Pro

Importing data from other data sources
Using ODBC, you can import records into an existing database or a
new FileMaker Pro file by opening an ODBC data source (like
Oracle or Microsoft Access databases) directly. The FileMaker Pro
SQL query builder makes it easy to construct queries that can search
a data source or DBMS, fetch specific records, and import the
resulting records into a FileMaker Pro database.
Use one of the included ODBC drivers to import data from its
corresponding data source:

• Text (Windows and Mac OS)
• Oracle 8 (Windows)
• Oracle 7 (Mac OS)
• SQL Server 7 (Windows only)
You can also import ODBC data using a number of third-party
ODBC drivers from vendors.

Importing data from an ODBC data source: an overview
Here are general steps to construct SQL queries with FileMaker Pro:
1. Configure the data source in the ODBC control panel (by specifying

what kind of data you’re accessing and how to locate the data).
2. In FileMaker Pro, connect to the ODBC data source.
3. Use the FileMaker Pro query builder to generate a SQL query.
Then, the data resulting from the query is imported into the
FileMaker Pro database.

The procedures are described in more detail below.

15-5

Conﬁguring the ODBC control panel
This section provides instructions for importing data from ODBC
data sources into FileMaker Pro.
Note Configuring the ODBC control panel varies for each driver
type. For example, to configure the remote Oracle ODBC driver, you
must first configure SQL Net Easy Configuration, where you specify
a variety of options (like the driver, data source name, server
location, the database instance name, and the user ID). When
accessing a local Microsoft Access data source, however, you simply
provide the path to the data source. Additionally, the steps may vary
from one ODBC driver manufacturer to another. Refer to the
documentation that accompanies the data source for the exact
procedure.
1. Open the ODBC control panel (named ODBC Data
Sources (32bit) in Windows and ODBC Setup PPC in the
Mac OS).
2. To configure a new data source, click Add. Select the ODBC driver

that corresponds to your data source and click Finish.
3. To configure an existing data source, select the data source name

and click Configure.
4. In the General tab of the ODBC Driver Setup dialog box, begin
configuring the ODBC driver by specifying a Data Source Name and
Description.

The name identifies the data source to ODBC clients.
5. For some file-based data sources, specify the path in Database

Directory. In Windows, include the filename and extension.

15-6

FileMaker Pro User’s Guide

Connecting to an ODBC data source from FileMaker Pro

Specify advanced
settings

After you’ve specified and configured the data source, you can open
your FileMaker Pro database and import ODBC data.

Specify the data
source name and
description

To select the ODBC data source:
1. Open the FileMaker Pro database file you’ll import data into.

Select to import
column names

2. In Browse mode, choose File menu > Import Records.
3. Choose the file import format.

Windows: For Files of type, select ODBC Data Source.
Mac OS: Select ODBC in the Show list.
Windows 32bit ODBC control panel (text driver)

Specify the data
source name
and description

Mac OS ODBC Setup PPC control panel (text driver)

6. If necessary, click the Advanced tab to specify additional settings.

After you’ve configured the ODBC control panel, you can import
data into FileMaker Pro. See “Configuring the ODBC control panel
for the Text driver” on page 12-9 for instructions on importing data
from the sample text files.

Select the ODBC import file filter

4. In the Select ODBC Data Source dialog box, select the name of the
data source to import from, then click OK.

Using ODBC with FileMaker Pro

15-7

Specify the columns from
each table to insert into
the SQL query

Click to add choices into
the SQL query below
As you make choices in
each tab, the SQL query is
automatically generated
Select an ODBC data source
Click to execute the SQL query

5. If appropriate, enter the user name and password for the data

source you selected, and click OK.
2. Select a column to insert into your SQL query and click Insert into

Building a SQL query in FileMaker Pro

SQL Query.

Build your SQL query in the Specify ODBC SQL Query dialog box,
which appears after you’ve selected the data source in steps four and
five (above). Start by using the SQL SELECT clause to specify
which tables and columns you want to import.

This constructs the SQL statement in the SQL Query box.

1. In the SELECT tab, click the table to import in the Tables list.

The columns associated with this table appear in the Columns list box.

3. Insert additional columns into the SQL query by double-clicking

on the column name.
4. Click the WHERE tab to construct search criteria. This reduces the
number of records that are imported. You can also join data from two
tables.

15-8

FileMaker Pro User’s Guide

Select Matching Names if column names
match FileMaker Pro field names

Creating a SQL join
Align columns with
field names

Choose a
mapping option

Using the WHERE SQL statement

5. To sort records before importing, click the ORDER BY tab, then
specify the name of the column to sort by and whether the sort should
be ascending or descending.
6. When you’re finished constructing the query, click Execute, then

map the ODBC columns to FileMaker Pro fields.
Note You can also type a SQL statement directly into the SQL
Query box.

Importing the results of the query into FileMaker Pro
After executing the SQL query, you’re ready to import the resulting
records into FileMaker Pro. For information on importing data into a
FileMaker Pro database, see “Importing data into FileMaker Pro” on
page 12-2.

Specify how
records are
imported
FileMaker Pro Import Field
Mapping dialog box

Click to import
records

An ODBC import example
To help you get acquainted with importing data from ODBC sources,
there is a sample database, Sales Reports, and two text files,
Salespeople and Sales_Data, that you can import from.

• The Salespeople table has information for seven employees, such
as their name, their manager’s name, their sales region, and their
employee identification number.
• The Sales_Data table has 250 records tracking sales that the
employees have made.
In the next three sections, you’ll import data from the tables by
creating SQL statements. You can then evaluate the imported data in
the Sales Reports database.

Using ODBC with FileMaker Pro

Conﬁguring the ODBC control panel for the Text driver

15-9

Choose Guess Definition
to retrieve column names

1. In the User DSN tab of the ODBC control panel (named ODBC Data

Sources (32bit) in Windows and ODBC Setup PPC in the Mac OS),
click Add.
2. Select the ODBC driver for the data source you are importing
from, and click Finish.

Click Define to
specify ODBC tables

Windows: Choose FileMaker Text Driver.
Mac OS: Choose FileMaker 3.11 Text PPC.
3. In the General tab of the ODBC Driver Setup dialog box, type ODBC
Demo for the Data Source Name.
4. For Description, type ODBC import into Sales Reports.fp5.
5. For Database Directory, specify the path to the data source.

Windows: Type the full path to the ODBC Example folder, which is
located in the folder where the FileMaker Pro application is installed.
For example: C:\Program Files\FileMaker\FileMaker
Pro\Examples\ODBC Example. (Use Windows Explorer to verify
the exact path on your computer.)

Advanced options in the Text ODBC control panel (Windows)

Specifying the tables and columns in Windows
After choosing and configuring the ODBC text driver in the ODBC
control panel, you specify the tables and columns to import.

Mac OS: Click Select Directory and select the folder containing the
data source (ODBC Example in the Examples folder).

1. In the Advanced tab of the Windows ODBC control panel, click

6. Select the Column Names in First Line checkbox.

2. In the Define File dialog box, change the Files of type option to All
Files.

7. Click the Advanced tab to specify additional settings.

Define.

information is TXT.

3. Select the Sales_Data table located in the ODBC Example folder,
and click Open.

9. Verify that the Action for Undefined Tables is Guess Definition

4. Select the Column Names in First Line checkbox.

(Windows) or Guess (Mac OS).

5. For column information, click the Guess button. The ODBC driver
retrieves the column names from the specified table.

8. In the Advanced tab, verify that the Data File Extension

Leave the control panel open, and continue to the next section.

15-10

FileMaker Pro User’s Guide

Click Guess to insert column names

3. For column information, click the Guess button. The ODBC driver
retrieves the column names from the specified table.
Click Guess to insert column names

Select to
retrieve column
names from the
ODBC table

Select to
retrieve column
names from the
ODBC table

6. Select the Date_Sold column and verify that the Type and Mask
values are correct.

4. Specify the information for the Salespeople table.

The Type should be Date, and the Mask should be m/d/yy.

For Table, choose Salespeople.

When importing columns that store date information, you should
verify that the driver recognizes the correct column type and mask,
especially if the data source is from a Unix computer.

You’ll be prompted to save changes to the table definition. Click Yes.

7. Click OK.

This saves the information for the Sales_Data table.
8. Specify the information for the Salespeople table by following

steps 2-7 above.
Click the close box to close the control panel.

5. Click the Guess button to retrieve the column names for the

Salespeople table, then click OK. Click Yes to save changes, then click
OK again.

Connecting to the ODBC Demo data source
To connect to the ODBC Demo data source from FileMaker Pro:
1. Open the Sales Reports file, located in the ODBC Example folder.
2. In Browse mode, choose File menu > Import Records.

Specifying the tables and columns in the Mac OS

3. Choose the file import format.

After choosing and configuring the ODBC text driver in the ODBC
control panel, you specify the tables and columns to import.

Windows: For Files of type, select ODBC Data Sources.

1. In the Mac OS, click the Define tab.

The Sales_Data table appears in the Table pop-up menu. If
Salespeople appears, switch to the Sales_Data table.
2. Select the Column Names in First Line checkbox.

Mac OS: For Show, select ODBC.
4. In the Select ODBC Data Source dialog box, select ODBC Demo, then

click OK.

Using ODBC with FileMaker Pro

15-11

3. Select the Salesperson ID column, then click Insert into SQL Query.
4. Insert the following columns by double-clicking the column
name: Salesperson, Sales_Manager, and Sales_Region.
5. Click Execute. The Import Mapping dialog box appears. For more
Select the ODBC
data source you
previously configured

information on importing records, see “Importing data into
FileMaker Pro” on page 12-2.

Importing ODBC data with a join
Use the WHERE tab in the FileMaker Pro query builder to create a
multi-table SQL query, or join. A join combines data from two or
more tables into a new table.
5. Leave the user name and password blank and click OK.

Specifying a SQL join
Specifying the SQL query in FileMaker Pro
Start your SQL query with the SQL SELECT tab to specify what data
you want to extract from the data source.
1. If there is a SQL statement in the SQL Query area, click Clear Query.
2. In the SELECT tab, click the Salespeople table.

Specify columns to insert
in the SQL query

Click to add statements
The SQL query is
automatically generated

In this example, we want to view a report that contains information
about sales transactions (from the Sales_Data table), along with
information about the salesperson (from the Salespeople table). To
ensure that the data is combined in a meaningful way, you should
link the two tables with a matching field.
Because both tables in the ODBC example files contain the
Salesperson_ID column, we can create a variety of reports by doing
a join on the Salesperson_ID column.

15-12

FileMaker Pro User’s Guide

Creating a SQL join

Using the WHERE SQL clause
The SQL query has joined information from the
Sales_Data table and the Salespeople table

12. Click the ORDER BY tab to sort the records before importing them

To import data using a SQL join:

13. Select the name of the column to sort by, Sales_Data.Amount.

1. In the Specify ODBC SQL Query dialog box, click Clear Query to

remove the SQL statement from the SQL Query box.

14. Click Descending to sort the records from highest amount sold to
lowest amount sold.

2. In the SELECT tab, click the Sales_Data table.

15. Click Move.

3. Insert the following columns: Company_Name, Amount, and

16. Click Insert into SQL Query.

Salesperson_ID.

17. Click Execute.

4. From the Salespeople table, insert the Salesperson column.

18. Import the resulting records into FileMaker Pro.

5. Click the WHERE tab to join data from both tables.

250 records should be imported into the Sales Reports database.

6. Verify that the Sales_Data table is showing in the Table list.

The top table is the equivalent of a SQL “left” table; the bottom is the
“right” table.
7. Select Salesperson_ID in the Columns area on the right.
8. The Operator should be displaying an equal sign (=).
9. If necessary, change the bottom table to Salespeople.
10. Select Salesperson_ID in the Columns area on the right.
11. Click Insert into SQL Query.

into FileMaker Pro.

Using ODBC with FileMaker Pro

15-13

• The Perform without dialog option hides all dialog boxes
encountered during an ODBC import. If you haven’t specified a data
source to import from, you must manually select ODBC in the Open
File dialog box while performing the import script.
• The Restore import order ScriptMaker option stores the field order
in the Import Field Mapping dialog box, similar to other scripted
imports.

• The Set Error Capture ScriptMaker step suppresses all ODBC error
messages and alerts that might occur during an ODBC import.

SQL query using all three clauses: SELECT, WHERE, and ORDER BY

Use the Sales Reports database to view reports of your data.
To view a summary report of total sales for each salesperson, click
the Reports button, then the By Salesperson button.

Automating ODBC connections
Because accessing ODBC data sources is a task that’s frequently
repeated, you might want to create a script with the Import Records
script step that automatically finds the data source. Since
FileMaker Pro interacts with an ODBC driver, however, some
options behave differently than when used with other file formats.
The Specify File option stores:

• the data source name
• the user ID and password (optional)
• the SQL query to be executed against the data source
Keep these points in mind:

• To save the user name and password, select the Save user name and
password checkbox in the ODBC Enter Password dialog box.

• Each script can save one set of ODBC import options. To access
multiple ODBC data sources or to automate multiple queries, you
must create a separate script.
Note The ODBC import feature saves the data source name, user ID
and password, and the SQL query from the previous ODBC import.
Keep this in mind when selecting the Restore import order or Specify
File options.
Tip To automate the interaction across multiple applications, explore
the ActiveX functionality (Windows only). For more information,
see chapter 10, “Creating scripts to automate tasks.”

Appendix A
Customizing FileMaker Pro
This appendix shows you how to customize FileMaker Pro by setting
application and document preferences for options like:

3. Click OK.

• network protocol and user name
• color palette
• memory and saving
• plug-in activation
• graphics storage
• actions to perform automatically when opening and closing a file
• spelling

Setting general application preferences
Mac OS

Setting application preferences
Application preferences apply to any file you open. Preferences
remain in effect until you change them.
To set application preferences:
1. Choose Edit menu >Preferences > Application.
2. Click a preference tab, then set options according to the sections
in this appendix.

Choose a
preference type

Set options to
customize the
way you work

Windows

A-2

FileMaker Pro User’s Guide

Do this

To

Select

To

Windows: Type a name for
User name

Set the name that identifies the user. This value
is used, for example, when you choose Insert
Mac OS: Select System in the menu > Current User Name, or as the host name
when you host files on a network.
User Name area

Always lock layout tools

Keep a layout tool selected until you select a
different one or press Enter. If you don’t select this
option, FileMaker Pro returns to the arrow pointer
after you use a tool.

Mac OS: The System name is the Owner Name
entered in the Network Identity area in the File
For User Name, select Custom,
Sharing control panel.
then type a name in the text box

Add newly defined fields to Add new fields to the bottom of the current layout
current layout
when you define them.
Standard system palette

Use a 256-color palette.

Select an option from the
Network Protocol list

Select a network protocol to host databases and
open shared databases. Changes take effect after
you quit FileMaker Pro and then start it again.

System subset

Use an 88-color palette.

Web palette

Use a palette of 216 colors that look the same on
Windows and Mac OS.

Select Enable drag and drop
text selection

Use drag and drop to transfer text without using
the Clipboard.

Select (Show) Templates in
New Database dialog

Display a list of template files when you start
FileMaker Pro or choose File menu > New
Database.

Windows: Select (Show) All
keyboard shortcuts in menus

Display all keyboard shortcuts.

Select (Show) Recently
opened files, then type a
number from 1 to 9

Display recently opened files in the File menu.
You can also specify how many files appear in
the menu, up to nine files.

or

Setting memory preferences
FileMaker Pro automatically records your changes as you work.
These changes are stored temporarily in an area of (RAM) memory
called the cache. In memory preferences, you specify when
FileMaker Pro saves the contents of the cache to the hard disk. In
Windows and Mac OS X, you can also set the size of the cache here.
To change the cache in Mac OS 9, see instructions in Help. Choose
Help menu > Contents and Index, click the Index tab, and type cache.

Setting layout preferences
In layout preferences, you set options for the way you like to work in
Layout mode.

Windows and
Mac OS X: Set
the size of
the cache

Customizing FileMaker Pro

Do this

To

Select during idle time

Save changes when the file is idle or when the
file cache is full.

Select every  or when
necessary, then choose an
interval from the list

Save changes at a specified time interval or
when the file cache is full. Saving less often on
battery-powered portable computers conserves
power. Saving more often reduces the chance
of data loss in a system crash.

Windows and Mac OS X:
Type a number for Attempt
cache size of  K on
FileMaker restart

Increase this number to improve application
performance. Decrease this number to save
changes to disk more frequently and thus help
protect against data loss in a system crash.
Changes take effect after you exit
FileMaker Pro and start it again.

Setting preferences for dialing phone numbers
FileMaker Pro can dial phone numbers stored in a database. To dial
the phone in FileMaker Pro, set modem and dialing preferences as
described here, define a script that includes the Dial Phone script
step, then perform the script. For general information about
scripting, see chapter 10, “Creating scripts to automate tasks.” For
information about the Dial Phone script step, choose Help menu >
Contents and Index, click the Index tab, and type Dial Phone.

A-3

Options default to standard
Hayes-compatible settings
If you change the default
settings, click to restore
the default values

For

Do this

Setup

Type the command (all uppercase or all lowercase) to
initialize your modem.

Prefix

Type the command (all uppercase or all lowercase) for starting
a call.

Hang up

Type the command (all uppercase or all lowercase) for
disconnecting a call.

Output

Choose the port your modem is connected to. If you choose
Speaker, FileMaker Pro does not dial out through the modem
and you don’t need to set the other modem preferences.

Speed

Choose a baud rate (the speed for transmitting data between
your computer and the modem) from the list.

Note Phone dialing is not supported on Mac OS X.
Windows: Modem and dialing settings are controlled by the
operating system. If you have already specified Modems settings in
the control panel, you probably don’t need to change them. For more
information, see the documentation that came with your operating
system software.

Setting modem preferences (Mac OS)
For information about the settings you should use, see the
documentation that came with your modem.

Setting dialing preferences (Mac OS)
FileMaker Pro uses these preferences when you select the Use Dialing
Preferences option in the Dial Phone script step.
FileMaker Pro dialing preferences let you dial phone numbers in
different ways, depending on your location and the number you call.
For example, when dialing another extension in the same office, you
might not want to dial the area code and exchange. When dialing a
number outside the office, you might need to dial a prefix for a local
area code, or several prefixes for a long-distance call.

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FileMaker Pro User’s Guide

FileMaker Pro matches the text in the left column of the Dialing
Preferences dialog box with the phone number in your database.
When it finds the longest matching entry in the left column, it dials
the corresponding entry in the right column. In this example, if the
number in your database is 408 555-3930, FileMaker Pro dials 3930.

Set preferences
for different
locations
This is the
longest entry
that matches
the example
phone number

With most
modems, include
a comma for a
two-second delay

Third-party plug-ins are also available, or you or a database
developer can write plug-ins to customize FileMaker Pro.
Knowledge of C or C++ programming and FileMaker Developer
software is required. For more information, choose Help menu >
FileMaker on the Web.
To enable plug-ins, select the checkbox next to the plug-ins you want
to work with. If you don’t see the plug-in you want to use, you must
install it. To install the Web Companion or Data Access
Companions, see the FileMaker Pro Getting Started Guide.
To see what a plug-in does, click the plug-in to highlight it.

Select the plug-in
you want to enable
For

Do this

At location

Choose a location from the list.

If text begins with

Type the digits that you don’t want FileMaker Pro to dial at
the beginning of a phone number.

Replace with

Type the digits that you want FileMaker Pro to dial before a
phone number, in place of the corresponding values in the
left column.

Always append

Type the digits that you want FileMaker Pro to dial after a
phone number.

Highlight a plug-in to
see a description of it

After you have enabled the plug-in you want to use, you can
configure it. See the documentation for the plug-in you want to use.
Important FileMaker, Inc. cannot provide technical support for thirdparty plug-ins.

Note Some modems won’t accept more than 32 characters.

Setting up plug-ins
A plug-in is a file that adds features to FileMaker Pro. The Web
Companion and the Data Access Companions (for ODBC
connectivity) are FileMaker Pro plug-ins.

To use the FileMaker Pro Web Companion, see chapter 14,
“Publishing databases on the Web.”
To use the Data Access Companions, see chapter 15, “Using ODBC
with FileMaker Pro.”

Customizing FileMaker Pro

A-5

Setting document preferences
Document preferences affect the current database file. You can set
different document preferences for different files.
Note A shared file has the same document preferences for every user.
You can change the document preferences if you have the master
password or if there isn’t password protection in the file. See
chapter 9, “Protecting databases with passwords and groups.”
To set document preferences:
1. Open a FileMaker Pro file.
2. Choose Edit menu > Preferences > Document.
3. In the Document Preferences dialog box, click a preference tab,
then set options for general or spelling preferences.
4. Click OK.

Select

To

Use smart quotes

Use curly apostrophes (’) and quotation marks (“ ”). If
you deselect this option or use a font that doesn’t have
smart quotes, FileMaker Pro uses plain marks (' ").
Changes affect new typing only; they do not affect
existing data.

Store compatible graphics Windows: Select this option to allow Mac OS users
to view Windows Metafile images in a file.
(Note that both platforms Mac OS: Select this option if you might host this file
can display GIF, JPEG, from a Windows machine in future and you want to
store compatible graphics.
and PICT images.)
Deselect this option to conserve disk space.
Changing this option affects only the objects you
create after the change.
Try default password,
then type a password

Setting general document preferences
Choose a
preference type
Changes to document
preferences only
affect this file

Automatically enter a password when the file is
opened. If the password isn’t valid, FileMaker Pro
prompts the user to type another password. To
temporarily bypass the default password and enter a
different one, press Shift (Windows) or Option
(Mac OS) while opening the file.

Switch to layout, then
Display the specified layout when you open the file.
choose a layout from the If you don’t select this option, FileMaker Pro opens
list
the layout you displayed when you closed the file, or
opens a layout you specify in a startup script. (See
the Perform script option below.)
Perform script, then
choose a name from the
list

Perform a startup or close script when you open or
close the file. For example, you can define a startup
script to hide the status area or set the window size.
If the file opens automatically because it is needed
by a relationship or value list in another file,
FileMaker Pro doesn’t perform the startup script.

A-6

FileMaker Pro User’s Guide

Setting document spelling preferences
FileMaker Pro can check your spelling as you type. You can also
have the Spelling dialog box always appear where you place it
onscreen.

Select how you
want to be alerted
as you type
Choose where you
want the Spelling
dialog box to appear

To use the spelling checker, see chapter 2, “Adding and viewing
data.”

Appendix B
Backing up and recovering ﬁles
Power failures, hardware problems, and other factors can damage a
FileMaker Pro file. While the recover feature of FileMaker Pro may
be able to salvage your damaged file, it is strongly recommended that
you back up your important FileMaker Pro files on a regular basis.
Consistent and properly executed backups are the best protection
against damaged or corrupted databases.
This appendix describes:

• why regular backups are important
• how to automate database backups with FileMaker Pro scripting
• some reasons why files may become corrupt
• how to recover a FileMaker Pro database

Backing up files
Routine backups are imperative for any document stored on a
computer. Magnetic media has a sometimes transitory nature, and is
susceptible to a variety of problems. Extreme heat, cold, sunlight,
and the presence of electric and magnetic fields can all contribute to
the failure of magnetic storage media.
Keep in mind that it is easier to back up a database than it is to
recreate it. Whether you should be backing up every day, several
times a week, or less frequently is usually determined by the amount
of data you are adding to your database(s), and how difficult it would
be to recreate your files in the event they become corrupt.
A strong backup strategy is one that employs multiple media and backs
up on a consistent schedule. The multiple copies you create by backing
up your data to different media afford you some protection against the
failure of a single hard disk, removable disk, tape, or other media.

In its simplest form, backing up means copying your file(s) to
another disk for safe keeping. As your files become larger or more
numerous, you might need to use a third-party program to do a
proper backup.
A good third-party backup program should provide multiple copies
of a database as sources for restoration. A scheme involving rotating
backups can accomplish this. Typically, this method involves
separate backup copies over no less than a two-week rotation. The
file is backed up to a set on day one, a new set on day two, until ten
sets of backups exist (assuming a five-day work week). On the
eleventh day, the first set is reused. This type of rotation ensures that
a lurking problem will not spoil your chances of a complete file
restoration.
For very important files, it’s a good idea to store backups at an offsite location. Fires, earthquakes, and other disasters can and do
occur, and there is added safety in securing copies of your vital files
off-site.

Using a backup script
You can use the following script to save automated backup copies of
a FileMaker Pro database.
This script saves a copy of your database on the fifth close and every
fifth close thereafter. To make the script work, you will need to
define a global field called Count Field. You should define this
script in all solution files that require backups.
1. Choose Scripts menu > ScriptMaker.
2. For script name, type Backup.
3. Click Create.

B-2

FileMaker Pro User’s Guide

4. Enter the following script:
Set Field ["Count Field", "Count Field + 1"]
If ["Count Field > 4"]
Save a copy as ["Backup Copy"]
Set Field ["Count Field", "0"]
End if

When you have FileMaker Pro save a compressed copy,
FileMaker Pro rewrites the entire database, fitting as much data into
each block as is possible. This procedure not only reclaims unused
space in the file, it also rebuilds the file’s structure. Compression can
be time-consuming if the file is large, however, and might be best
accomplished as an overnight task.

5. After adding all the steps above, click OK.
6. Click Done.
7. Choose Edit menu > Preferences > Document.
8. In the General tab (Windows) or the General pop-up menu
(Mac OS), under When closing , select the Perform script
checkbox.

Saving a compressed copy
1. Make sure that you have enough room on your intended storage
media.

10. Click Done.

While a compressed copy may be significantly smaller than an
uncompressed copy, we strongly recommend that you have at least
as much free space on your intended media as the size of your
uncompressed file. It is not a good idea to fill any storage media up
to its maximum capacity.

11. Close the solution file.

2. Choose File menu > Save a Copy As.

Once these steps are executed, you will have a script that will create
a backup of your file every fifth time you close the file.

3. Choose compressed copy (smaller) from the Save a drop-down list
(Windows) or Type pop-up menu (Mac OS). You can also change the
default name of the file and/or its location at this time.

9. Select the script Backup.

4. Click Save.

Maintaining files
While consistent backups are the most important form of regular
maintenance you can perform on your databases, most heavily used
databases are also good candidates for routine compression.

Understanding ﬁle damage
In order to understand how corruption occurs, it is useful to know
how FileMaker Pro manages data.
FileMaker Pro is a disk-based application, so it does not need to load
the entire database into RAM as the file is opened. Instead, the
application transfers data as needed from the hard drive to RAM and
back; as the file is used, updated data is written from data buffers in
RAM to the hard drive. The most common cause of file damage is an
unexpected application termination. In most cases, an unexpected

Backing up and recovering files

quit will occur when the file is between hard-drive updates. In this
situation, the next time the database is opened, FileMaker Pro runs a
consistency check on the file and the file typically opens without
problems. However, if the unexpected quit occurs during a hard
drive update, the file is likely to require recovery.
Keep these points in mind:

• Because unexpected application termination is the most common
cause of database corruption, try to ensure that your operating system
is stable.

• Make sure that you are running the most current and/or stable
version of .DLL files (Windows) and extensions and control panels
(Mac OS).

• Run only the software that is absolutely necessary on your most
critical machines. Keeping your configurations simple reduces the
chance that some software may conflict, and makes it easier to
troubleshoot if there is a problem.

• Use an uninterruptable power supply (UPS) if your files are being
used in an area subject to power outages. The cost of a UPS might
equal the time involved in one file recovery.

• Be conscious of file size. FileMaker Pro has a maximum file size
of 2 gigabytes. Files that have exceeded that limit may be damaged
beyond repair, since key elements of the file structure may be
overwritten. If your file is approaching the file size limit, it is
strongly recommended that you archive some of the less frequently
used data and save a compressed copy of the file.

• Consider all hard disk problems to be potentially serious. In cases
of multiple corrupted files on a hard drive, the hard drive itself may
be at fault. Check the hard drive with a disk utility program.
• Software that optimizes, compresses, or partitions the hard drive
should be the most current version. Driver software must be
compatible with your version of the operating system.

B-3

Recovering damaged files
In the event that a file does become damaged, you may be able to use
the Recover feature of FileMaker Pro to salvage your file.
Important Because of the way the recover feature operates, do not
attempt to recover a damaged file with a third-party disk repair
utility. The use of a third-party disk repair utility may further damage
the file’s structure and make it impossible for the file to be recovered.

When to recover
In general, you should recover only files that will not open or are
displaying problems with finding and sorting.
Note There are many problems more common than corruption that
can result in incorrect finding or sorting, including mismatched field
types, incorrect criteria, and misunderstood foreign character set
standards. You should investigate these and other possibilities before
you recover a file.
Because the recovery process removes structures that may harbor
corruption, you should not use the Recover command for routine
maintenance. Each time you recover a file, examine the file carefully
to be sure that all objects are intact, as corrupt objects will be
removed.
To recover a file:
1. Make sure that you have enough space on your intended storage
media.

If there isn’t enough space, the recovered file will be unusable. A
recovered copy might be as big or bigger as the original file, so it is
important that there be adequate room on the media to which you are
saving the recovered file. As with saving compressed copies of files,
it is not a good idea to fill any storage media up to its maximum
capacity.
2. Close the damaged file if it is open.

B-4

FileMaker Pro User’s Guide

3. Choose File menu > Recover.
4. In the Open Damaged File dialog box, select the file you wish to
recover.
5. Click Open.
6. Name the recovered file, and make sure that it is being saved to
the desired location.

FileMaker Pro inserts  Recovered as the default name.
7. Click Save.

FileMaker Pro will attempt to recover the file. For large files, this
may take some time, as each record, field, layout, and script must be
tested and copied to the new file.
A status message tells you about the recovery process. A second
message reports the success of the recovery—how many bytes were
salvaged, the number of records and values skipped, and the number
of lost field definitions that were rebuilt.
8. Click OK.

If the recovery process was successful, you should be able to open
the newly recovered file. If the file opens successfully, you should
close it and rename it to match the name of the original file (to
preserve any predefined relationships and external scripts).
Keep these points in mind:

• To ensure you always have a file that’s up to date, make frequent
backup copies of your files, and don’t write over the most recent copies.

• A file can grow or shrink in size. A file can grow if the indexes are
damaged and repaired. A file can shrink when data deleted by the
user, like a paragraph, has finally been deleted from the file.

• If a file is severely damaged, you might not be able to recover it. If you
are unable to recover a file using the Recover feature, you will need to
contact FileMaker Technical Support. Go to Help menu > FileMaker on
the Web, or point your browser to www.filemaker.com for the most
current information on contacting FileMaker Technical Support.

Appendix C
FileMaker Pro Quick Reference (Windows)
Keyboard and mouse shortcuts
Working with layout objects

Show/Hide T-squares

Ctrl+T

Align objects using the current settings

Ctrl+K

Square the object being resized

Ctrl+resize

Align to grid off while resizing/moving an object

Alt+resize / Alt+drag

Toggle the current tool with the selection tool

Enter (numeric keypad)

Bring an object forward

Ctrl+Shift+[

Toggle the object grids

Ctrl+Y

Bring an object to the front

Ctrl+Alt+[

Ungroup objects

Ctrl+Shift+R

Constrain a line to 45° increments

Ctrl+drag

Unlock an object

Alt+Ctrl+Shift+L

Constrain a rectangle to a square

Ctrl+drag

Constrain an oval to a circle

Ctrl+drag

Formatting text (Layout and Browse)

Constrain movement to vertical or horizontal

Shift+drag

Align text center (horizontally)

Ctrl+\

Constrain resizing to vertical or horizontal

Shift+resize

Align text left

Ctrl+[

Display an object’s format

Alt+double-click

Align text right

Ctrl+]

Drag the selected layout part past an object

Alt+drag

Align text full (full justification)

Ctrl+Shift+\

Duplicate by dragging

Ctrl+drag

Insert a tab character in text

Ctrl+Tab

Field Borders dialog box

Alt+Ctrl+Shift+B

Next point size down

Ctrl+<, Ctrl+, (comma)

Field Format dialog box

Ctrl+Shift+M

Next point size up

Ctrl+>, Ctrl+. (period)

Group objects

Ctrl+R

Nonbreaking space

Ctrl+Space bar

Alt+Ctrl+L

One point larger

Ctrl+Shift+>

Move the selected object one pixel at a time

Arrow keys

One point smaller

Ctrl+Shift+<

Redefine a field on a layout

Double-click

Reorder the selected part

Shift+drag

Re-orient the part labels

Ctrl+click

Reset the default format based on an object

Ctrl+click

Lock an object

Rotate an object

Alt+Ctrl+R

Select items partially contained in the marquee

Ctrl+drag

Select objects by type

Ctrl+Shift+A

Send an object backward

Ctrl+Shift+]

Send an object to the back

Alt+Ctrl+]

Set Alignment dialog box

Ctrl+Shift+K

Selecting text (Layout and Browse)
Extend selection to end of line

Shift+End

Extend selection to end of text

Ctrl+Shift+End

Extend selection to next end of word

Ctrl+Shift+B

Extend selection to previous start of word

Ctrl+Shift+A

Extend selection to start of line

Shift+Home

Extend selection to start of text

Ctrl+Shift+Home

Move insertion point to end of line

End

Move insertion point to end of text

Ctrl+End

C-2

FileMaker Pro User’s Guide

Move insertion point to end of the word

Ctrl+B

Move insertion point to the beginning of the word

Ctrl+A

Move insertion point to start of line

Home

Move insertion point to start of text

Ctrl+Home

Select a word

Double-click

Select a line

Triple-click

Select a paragraph

Four clicks

Select entire contents of a text area

Five clicks or Ctrl+A

Editing
Bold selected text or object

Ctrl+Shift+B

Remove all style from selected word or object (return to
Plain)

Ctrl+Shift+P

Spell check the selected word

Ctrl+Shift+Y

Underline selected word or object

Ctrl+Shift+U

Working with ﬁles
Close the database

Ctrl+W, Ctrl+F4

Exit FileMaker Pro

Ctrl+Q, Alt+F4

Hosts (Open) dialog box

Ctrl+Shift+O

Open dialog box

Ctrl+O

Print

Ctrl+P

Print without Print dialog box

Ctrl+Shift+T

Save

FileMaker Pro saves
automatically

Copy the found set (Browse) if no field is active

Ctrl+Shift+C

Delete record, layout, or request

Ctrl+E

Delete record without confirmation

Ctrl+Shift+E

Delete selection/next character

Delete

Switching between modes

Delete selection/previous character

Backspace

Go to Browse mode

Duplicate record, layout object, or request

Ctrl+D

Go to Find mode

Ctrl+F

Insert a merge field (Layout)

Ctrl+M

Go to Layout mode

Ctrl+L

Insert the current date

Ctrl+- (hyphen)

Go to Preview mode

Ctrl+U

Insert the current time

Ctrl+;

Insert the current user name

Ctrl+Shift+N

Controlling windows

Italicize selected text or object

Ctrl+Shift+I

Cascade windows

Shift+F5

New record, layout, or request

Ctrl+N

Maximize/Restore window

Ctrl+Shift+Z

Next field (Browse and Find)

Tab

Next window

Ctrl+F6

Next record, layout, or request

Ctrl+D, or Shift+Page Down

Previous window

Ctrl+Shift+F6

Insert from the index (Browse and Find)

Ctrl+I

Scroll the document window up or down

Page Up or Page Down

Insert from the last record (Browse and Find)

Ctrl+’

Scroll left in the document window

Ctrl+Page Up

Insert from the last record and move to the next field

Ctrl+Shift+’

Scroll right in the document window

Ctrl+Page Down

Paste without style

Ctrl+Shift+V,
Ctrl+Shift+Insert

Show/Hide status area

Ctrl+Shift+S

Tile windows horizontally

Shift+F4

Previous field (Browse and Find)

Shift+Tab

Previous record, layout, or request

Ctrl+C, Shift+Page Up

Replace the contents of the current field in all
records in the found set

Ctrl+=

Ctrl+B

Tile windows vertically

Shift+F5

Zoom the document in

F3

Zoom the document out

Shift+F3

FileMaker Pro Quick Reference (Windows)

Miscellaneous actions

C-3

Move object in list in dialog box

Ctrl+C or Ctrl+D

Esc

Omit Record (Browse)

Ctrl+M

Cancel a paused script

Alt+N

Omit Multiple (Browse)

Ctrl+Shift+M

Check/Uncheck the Omit checkbox in Find

Alt+O

Play or record sound in a sound field

Space bar

Define Fields dialog box

Ctrl+Shift+D

Select all

Ctrl+A

Find/Replace dialog box

Ctrl+Shift+F

Sort

Ctrl+S

Execute script (first 10 scripts)

Ctrl+1 — Ctrl+0 (by
number)

Use the layout pop-up menu

F2, then C or D, then Enter

Use the Symbols pop-up menu in Find

Alt+B, then C or D

Show all records

Ctrl+J

What’s This Help

Shift+F1

Help

F1

Modify the last find

Ctrl+R

Cancel a dialog box

Status area
In Browse mode

In Layout mode

In Find mode

Choose a different layout
Click a page or drag the bookmark to move
forward or backward in your records
Number of the current record (editable)

Number of the current
layout (editable)

Number of records in file
Shows whether records are unsorted,
sorted, or semi-sorted

Layout tools
Button tool
Field tool
Part tool

Percent of
magnification
Zooms window smaller or
larger
Shows or hides the
status area

Fill color palette
Fill icon
Pen color palette
Pen icon

Portal tool

Number of the current
request (editable)
Number of existing requests
Click to omit the records found
by the current request

Fill pattern palette

Click to choose operators
(like <, >, and =) to paste into
a find request

Emboss palette

Click to begin the search

Current fill properties
Pen pattern palette
Line width palette
Current line properties

Appendix D
FileMaker Pro Quick Reference (Mac OS)
Keyboard and mouse shortcuts
Working with layout objects

Set Alignment dialog box

Shift-2-K

Show/Hide T-Squares

2-T

Sliding/Printing dialog box

Option-2-T

Align objects using the current settings

2-K

Square the object being resized

Option-resize

Align to grid off while resizing/moving an object

2-resize/ 2-drag

Toggle the current tool with the selection tool

Enter

Shift-2-[

Toggle the object grids

2-Y

Bring an object to the front

Option-2-[

Ungroup objects

Shift-2-R

Constrain a line to 45° increments

Option-drag

Unlock an object

Shift-Option-2-L

Constrain a rectangle to a square

Option-drag

Constrain an oval to a circle

Option-drag

Formatting text (Layout and Browse)

Constrain movement to vertical or horizontal

Shift-drag

Constrain resizing to vertical or horizontal

Shift-resize

Display an object’s format

Option-double-click

Drag the selected layout part past an object

Option-drag

Duplicate by dragging

Option-drag

Field Borders dialog box

Option-2-B

Field Format dialog box

Option-2-F

Group objects

2-R

Lock an object

Option-2-L

Move the selected object one pixel at a time

Arrow keys

Redefine a field on a layout

Double-click

Reorder the selected part

Shift-drag

Re-orient the part labels

2-click

Reset the default format based on an object

2-click

Bring an object forward

Rotate an object

Option-2-R

Select items partially contained in the marquee

2-drag

Select objects by type

Option-2-A

Send an object backward

Shift-2-]

Send an object to the back

Option-2-]

Align text center (horizontally)

2-\

Align text left

2-[

Align text right

2-]

Full text justification

Shift-2-\

Insert a tab character in text

Option-Tab

Next point size down

Shift-2-<

Next point size up

Shift-2->

Nonbreaking space

Option-Space bar

One point larger

Shift-Option-2->

One point smaller

Shift-Option-2-<

Selecting text (Layout and Browse)
Extend selection to end of line

Shift-2-B

Extend selection to end of text

Shift-2-D

Extend selection to next end of word

Shift-Option-B

Extend selection to previous start of word

Shift-Option-A

Extend selection to start of line

Shift-2-A

Extend selection to start of text

Shift-2-C

Move insertion point to end of line

2-B

Move insertion point to end of text

2-D

D-2

FileMaker Pro User’s Guide

Move insertion point to the end of the word

Option-B

Move insertion point to the beginning of the word

Option-A

Move insertion point to start of line

2-A

Move insertion point to start of text

2-C

Select a word

Double-click

Select a line

Triple-click

Select a paragraph

Four clicks

Select entire contents of a text area

Five clicks or 2-A

Shift-2-P

Shadow selected object or text

Shift-2-S

Spell check the selected word

Shift-2-Y

Subscript selected object or text

Shift-2--(hyphen)

Superscript selected object or text

Shift-2-=, Shift-2-+

Underline selected object or text

Shift-2-U

Working with ﬁles

Editing
Bold selected object or text

Shift-2-B

Copy the found set (Browse) if no field is active

Option-2-C
2-E

Delete record, layout, or request
Delete selection/next character

Del

Delete selection/previous character

Delete

Duplicate record, layout object, or request
Insert a merge field (Layout)

Remove all style from selected word or object (return to
Plain)

2-D

Option-2-M (Mac OS X) 2-M (Mac OS 9)

Close the database

2-W

Hosts (Open) dialog box

Option-2-O

Open dialog box

2-O

Print

2-P

Print without Print dialog box

Option-2-P

Quit FileMaker Pro

2-Q

Save

FileMaker Pro saves
automatically

Insert from the index (Browse and Find)

2-I

Insert from the last record (Browse and Find)

2-’

Controlling windows

Insert the current date

2-- (hyphen)

Scroll the document window down

page down

Insert the current time

2-;

Scroll the document window up

page up

Insert the current user name

Shift-2-N

Show/Hide the status area

Option-2-S

Italicize selected object or text

Shift-2-I
2-N

Toggle between full size and the previous size in Layout
mode

Shift-2-Z

New record, layout, or request
Next field (Browse and Find)

Tab

Minimize the current window (Mac OS X)

2-M

Next record, layout, or request

Control-D

Hide the FileMaker Pro application (Mac OS X)

2-H

Outline selected object or text

Shift-2-O

Insert from the last record and move to the next field

Shift-2-’ (apostrophe)

Switching between modes

Paste without style

Option-2-V

Go to Browse mode

2-B

Shift-Tab

Go to Find mode

2-F

Control-C

Go to Layout mode

2-L

Go to Preview mode

2-U

Previous field (Browse and Find)
Previous record, layout, or request

Replace the contents of the current field in all records in the 2-=
found set

FileMaker Pro Quick Reference (Mac OS)

Miscellaneous actions

Help

2-?

Cancel a dialog box

Esc

Modify the last find

2-R

Cancel an operation

2-. (period)

New Record, layout or request

2-N

D-3

Omit Record (Browse)

2-T (Mac OS X) 2-M (Mac OS 9)

Define Fields dialog box

Shift-2-D

Omit Multiple (Browse)

Shift-2-T (Mac OS X) Shift-2-M (Mac OS 9)

Find/Replace dialog box

Shift-2-F

Play or record sound in a sound field

Space bar

Delete a record, layout or request

2-E

Select all

2-A

Delete a record without dialog

Option-2-E

Sort

2-S

Execute script (first 10 scripts)

2-1 — 2-0 (by number)

Show all records

2-J

Check/Uncheck Omit checkbox in Find

2-T (Mac OS X) 2-M (Mac OS 9)

Status area
In Browse mode

In Layout mode

In Find mode

Choose a different layout
Click a page or drag the bookmark to move
forward or backward in your records
Number of the current
layout (editable)

Number of the current record (editable)

Number of existing requests

Number of records in file
Shows whether records are unsorted,
sorted, or semi-sorted

Layout tools
Button tool
Field tool
Part tool

Percent of magnification
Zooms window smaller or larger
Shows or hides the status area

Number of the current
request (editable)

Fill color palette
Fill icon
Pen color palette
Pen icon

Portal tool
Fill pattern palette
Emboss palette
Current fill properties
Pen pattern palette
Line width palette
Current line properties

Click to omit the records found by the
current request
Click to choose operators
(like <, >, and =) to paste into
a find request
Click to begin the search

Index
Symbols

A

! 3-6
– 5-3, 11-3
" 5-3
" " 3-2, 3-3, 11-2, 11-4, 11-12
## 7-11
& 5-3, 11-4
( 5-3
) 5-3
* 3-2, 3-6, 5-3, 11-3
+ 5-3, 11-3
, 5-3
... 3-4
/ 5-3, 11-3
// 3-4, 6-24, 7-11
: 5-3
:: 5-3, 6-24, 7-11
; 5-3
< 3-4, 5-3, 11-3
<= 3-4, 11-3
<> 11-3
= 3-3, 3-6, 5-3, 11-3
== 3-3
> 3-4, 5-3, 11-3
>= 3-4, 11-3
? 3-4, 6-23
@ 3-2
@@ 7-11
^ 11-3
_ 5-3, 13-4
|| 7-11
¶ 11-4
≠ 5-3, 11-3
≤ 3-4, 11-3
≥ 3-4, 11-3

Access privileges
associating passwords with
groups 9-3
changing 9-3, 9-5
described 9-1
fields 9-4, 9-6
groups 9-1, 9-3
layouts 9-4, 9-5, 9-6
passwords 9-1, 9-6
record locking 13-2
related files
planning 8-9
working with 8-5, 9-2
selecting 9-1, 9-3
Web 14-5, 14-8
Accessing data from a third file
8-14
Accounts. See Access privileges
Actions. See Scripts
ActiveX Automation 10-1
Adding
See also Defining, Inserting,
Placing
comments to scripts 10-9
fields 5-3
graphics to layouts 7-14
layout parts 6-26
objects to layouts 6-27, 7-14
records 2-4
related records 2-5, 8-11
Script menu items 10-5, 10-10
scroll bars to fields 7-2
text to layouts 7-10
Aggregate functions 11-7
Aligning
objects 7-18, 7-19
tabs 7-13

text 7-12, 7-13
AND operator 11-4
AND searches 3-5
in match fields 8-6
Animation 2-12
Appearance
layout themes 6-5
web styles 14-11
Apple events 10-1, 10-9
AppleScript 10-1, 10-9
Application preferences A-1
Arrange toolbar 1-5
ASCII sort 3-9
Attributes
fill 7-15
paragraph 7-13
pen 7-15
tab 7-13
text 6-22, 7-12
Authorized users. See Access
privileges
Auto Enter 5-8
AutoGrid. See Object Grids 7-21
Automatic phone dialing A-3
Automating tasks. See Scripts
Average for summary fields 5-7
AVI format 2-12

B
Background color 7-14
See also Themes, layout
Backups B-1
Baselines, field borders 7-2
BASIC format 12-1
Batteries, preferences for saving
A-3

Beeps
in spell checking A-6
script for 10-9
Blank
passwords 9-1, 9-3
records, printing 4-5
Blank layout
See also Layouts
described 6-5
Blank spaces, closing up. See
Sliding objects
Body 6-25
Book icon
Browse mode 2-1, 2-4
Find mode 3-6
Layout mode 6-8
Preview mode 4-4
Boolean expressions 11-3
Boolean values
described 3-3
finding 3-4
formatting 6-22
Borders 7-14
button 7-17
field 7-1
Boundaries of fields, text, buttons
7-17
Break fields 6-26, 6-27
BrioQuery 15-2
Browse mode 1-3, 2-1
Browser, Web
home page 14-3, 14-6
opening URL 2-8, 10-9, 14-3
protecting files 14-5
requirements 14-11
setting up views for 14-10
starting 10-9

I-2

FileMaker Pro User’s Guide

viewing databases in 14-3,
14-6, 14-14
views for 14-14
Browsing records
access privileges 9-1
described 2-1
groups of 2-1
in a list 2-2
individually 2-2
on Web 14-14
sorted 3-8
Built-in home page 14-3, 14-6,
14-8
hiding databases on 14-6
Buttons
borders 7-17
changing appearance 7-14
copying or deleting 10-13
defining 10-12
described 10-12
non-printing 7-25, 10-13
performing scripts 10-2, 10-12
showing 10-13

C
Cache, setting size A-3
Calculation fields
changing 5-12
defining 5-5
described 5-4
formulas 5-5, 11-1
functions 11-5
importing 12-2
moving to 2-7
stored results 5-11
unstored results 5-11
Calculations
See also Calculation fields
formatting 6-22
formulas in match fields 8-5
functions 11-5

importing 12-2
related fields
field references to 5-5
summarizing data 8-12
Cascading style sheets 14-2,
14-11
Case-sensitive text, finding 3-3
CGI applications 14-2
CGM format 2-12
Changing
See also Editing
access privileges 9-3
calculation fields 5-12
dictionary terms 2-14
field definitions 5-11
formulas 5-11, 5-12
layout parts 6-26, 6-29, 6-30
layouts 6-8
passwords 9-3
portals 6-19
preferences A-1
related fields 6-17
relationships 8-12
scripts 10-10
serial numbers 2-10
stacking order 7-18
units 7-12
value lists 2-9
Characters, deleting 2-14
Charts, with FileMaker Pro data
15-2
Checkboxes
See also Value lists
choosing from 2-9
displaying field values 7-6
editing 2-9
Client application, ODBC 15-1
Clients. See Guests
Clones 1-7
Closing FileMaker Pro 1-8

Closing files 1-7, 13-4
Coffee cup icon 13-2
Color
cross-platform A-2
fill 7-15
in layout themes 6-5
in web views 14-11
palette 7-15, A-2
pen 7-15
text 7-12
Columnar list/report layout
See also Layouts
described 6-3
reports with grouped data 6-5
Columns
in Excel spreadsheets 12-4,
12-6
in ODBC tables 15-1, 15-8
in tables 2-2, 6-10
page breaks 6-29
printing 4-2
printing records in 6-8
resizing 7-22
setup 6-9
Commands. See Script steps
Comma-Separated Text format
12-1
Comments, in scripts 10-9
Comparison operators 11-3
Complex key fields 8-6
Compressed copies of files 1-7,
B-2
Confidential information. See
Access privileges
Connecting files. See OLE
objects; Relational databases
Constants 11-2
Container fields
See also Fields
comparing contents of 11-5
deleting 2-13

described 2-11, 5-4
exporting 12-8
formatting 6-24
importing 12-2
inserting graphics, movies,
and sounds into 2-11
on the Web 14-4
searching by 3-2
Context menus 1-5
Converting
field names in importing 12-6
files 1-7
files from other applications
12-6
Copying
buttons 6-13
field definitions 1-7
fields
between fields 12-2
between files 6-13, 12-1
from previous record 2-8
found set 2-8
graphics, movies, and sounds
2-8
layouts 6-8
objects 6-13
OLE objects 13-3
records 2-4, 2-8
related records 2-5, 2-8
scripts 1-7, 10-10
text 2-14
text using drag and drop A-2
value lists 7-5
values 2-8
versus importing or exporting
12-1
Count for summary fields 5-7
Creating. See Adding; Defining
Cross-platform
considerations 13-2
exporting 12-1

Index

file sharing 1-6, 13-1
importing 12-1
Crystal Reports 15-2
Currency
exporting formats 12-7
formatting 6-22
Current
date
formatting 6-24
in calculations 11-7, 11-11
inserting on layout 7-11
pasting into fields 2-10
field 2-6
record 2-3
time
formatting 6-24
in calculations 11-12
inserting on layout 7-11
pasting into fields 2-10
user name
inserting on layout 7-11
pasting into fields 2-10
setting A-2
Current file. See Files; Master file
Custom
field values 7-4
line spacing 7-13
order, sort by value list 3-8
Custom Web Publishing,
described 14-3
Customer support xi
Customizing FileMaker Pro. See
Preferences
Cutting
objects 6-13
text 2-14

D
Data
described 1-1
entering automatically 2-5,
5-8
from other files 8-1
ODBC 15-1
relationships 8-10
saving automatically A-3
view as form, list, table 2-2
Data Access Companion 15-1
enabling 15-2
Data entry 5-8–5-11
access privileges 9-1
exporting 12-1
importing 12-1
tab order 7-8
Data source, ODBC 15-1
connecting to 15-6
Data types
See also Field types
and calculation results 5-6,
11-1
for global fields 5-8
Database files. See Files
Database locks. See Access
privileges
Database system 1-1
Databases
described 1-1
planning 5-1
publishing on Web 14-1
Databases, relational. See
Relational databases
Date
fields 5-4
finding today’s 3-4
functions 11-7
symbol, formatting 6-24
Date fields
4-digit years 1-7, 5-10

described 5-4
typing values in 2-7
Dates
See also Date; Date fields
current
formatting 6-24
in calculations 11-7, 11-11
pasting into fields 2-10
entering data 2-7
finding 3-4
formatting 6-23
in calculations 11-7, 11-11
inserting on layout 7-11
invalid 3-4
typing in 2-7
validating 5-10
dBASE file format 12-1
DBF format 12-1, 12-8
DBMS 15-1
DDE (Dynamic Data Exchange)
See also OLE objects
scripts 10-9
Decimal numbers 6-22
Decimal tabs 7-13
Default
formats 6-22
passwords A-5
Default password 9-3
Defining
See also Placing
See also Adding
calculation fields 5-5
fields 5-3
global fields 5-8
lookups 8-6
passwords 9-1
portals 6-19
related records 2-5
relational databases 8-9
relationships 8-10
scripts 10-4

I-3

summary fields 5-6
value lists 7-3
Deleting
characters 2-14
data 2-7, 5-12
dictionary terms 2-14
fields 5-12, 9-5
from a layout 6-17
find requests 3-5
graphics 2-13
groups 9-5
imported records 12-5
layout parts 6-30
layouts 6-8
master records 2-5, 8-11
movies 2-13
objects 6-13
passwords 9-3
portals 6-20
records 2-5
related records 2-5, 8-11
Script menu items 10-10
script steps 10-5
scripts 10-10
sounds 2-13
text 2-14
value lists 7-5
Design functions 11-12
Designing databases
creating layouts 6-1
planning 5-1
relational 8-7
Destination file, import 12-2
Detail databases. See Related files
Detail tables. See Related files
Dialing phone numbers
procedures A-3
script steps 10-9
Dictionaries
adding words 2-15
described 2-14

I-4

FileMaker Pro User’s Guide

main 2-14
user
adding words 2-15
described 2-14
DIF format 12-1
Display formats 6-22
Document preferences A-5
Double arrow icon 13-2
Drag and drop
described 2-9
disabling 2-9
enabling for text A-2
fields onto layout 6-16
objects 6-13
Drivers, ODBC 15-1
Drop shadow effect, objects 7-15
DRW format 2-12
Duplicate database files 8-10
Duplicate records
finding 3-6
finding with scripts 10-13
Duplicating. See Copying
Dynamic Data Exchange. See
DDE

E
Edit items 2-9, 7-6
Editing
See also Changing
find requests 3-5
objects quickly 1-5
text 2-14
value lists 2-9
Edition File format 12-1
Elements. See Objects
Email, sending 10-9
Embedded groups 7-18
Embossed effect, objects 7-15
Empty fields 3-6

Enabling plug-ins 15-2, A-4
Encryption. See Access privileges
Engraved effect, objects 7-15
Entering data
automatically 5-8
typing in fields 2-7
Entry options
changing 5-11
tab order 7-8
Envelope layout
See also Layouts
described 6-5
headers 6-7
using 6-5
Envelopes
printing 4-3, 6-7
Error messages
See also Troubleshooting
displaying in scripts 10-6
suppressing in scripts 10-6
Excel
converting 12-6
format 12-1
importing 12-4, 15-2
Exchanging files
See also Exporting, Importing,
Networks, ODBC
cross-platform considerations
12-1
exporting 12-1, 12-6
importing 12-1
lookups 8-1, 8-6
relational databases 8-1
with other applications 12-1,
15-1
Exchanging information. See
Exchanging files
Exiting FileMaker Pro 1-8, 13-4
Exporting
See also Exchanging files
access privileges for 9-1

described 12-1
dictionaries 2-14
field order 12-7
file formats 12-1
formatting 12-7
grand summary data 12-7,
12-8
opening exported files 12-7
related records 12-7
repeating fields 12-8
reports with grouped data 12-8
shared files 12-1
subsummary data 12-8
versus copying and pasting
12-1
Expressions
Boolean 11-3
described 11-2
Extended columnar layout. See
Columnar list/report layout
External files. See Exchanging
files; Exporting
External functions 11-13
for Web publishing 11-13,
14-8
External scripts 10-2

F
False 6-22, 11-3
Field definitions
changing 5-11
copying 1-7
described 1-2
duplicating 5-11
printing 4-5
related fields 5-12
reordering 5-12
Field labels 6-16, 7-10
Field labels, layout 6-16
Field names 5-3
in Excel import 12-4, 12-6

in table headings 6-10
Field rights. See Access privileges
Field tool 6-16
Field types
changing 5-11
described 5-4
for match fields 8-5
importing field types 12-6
in calculations 11-1
sort order 3-9
Field values
described 1-2
Fields
See also Calculation fields;
Container fields; Date fields;
Global fields; Match fields;
Number fields; Related
fields; Summary fields; Text;
Time fields
access privileges 9-4, 9-5, 9-6
adding to a layout 6-15, A-2
borders 7-1
boundaries, showing/hiding
7-17
changing
appearance 7-14
calculations 5-12
definitions 5-11
entry options 5-11
formulas 5-11, 5-12
names 5-11
sort order of 3-8
types 5-11
copying
between fields 2-8
between files 6-13
from previous record 2-8
current 2-6
custom values 7-4
defining 5-3
deleting 5-12, 9-5
from a layout 6-17

Index

described 1-2
displaying 1-3, 6-1
duplicating definitions 5-11
Edit items 2-9
editing 5-11
empty, finding 3-6
entry options 5-8
formatting 6-21, 7-1
scroll bars 7-2
identifying records 10-14
indexing 5-11
lookups
defining 8-6
updating 8-13
maximum text entry 2-7
merge 6-17
moving between files 6-13
naming 5-5
opening URL from 2-8
options 5-5
Other items 2-9
pasting into 2-10
patterns 7-2
placing on a layout 6-15
planning 5-1
positioning 6-14, 7-19
removing from a layout 6-17
reordering definitions 5-12
repeating
described 5-11
formatting 7-7
sorting 3-9
tab order 7-9
rotating 7-18
scroll bars 7-2
selecting 6-12, 7-8
stored results 5-11
tab order 7-8
types 5-4
typing in 2-7
unstored results 5-11

validation options 5-9
value lists 7-3
values 1-2
Web display 14-12
File formats
graphics 2-12
import/export 12-1
Macintosh PICT A-5
repeating fields 12-8
FileMaker Pro
as ODBC client application
15-5–15-13
as ODBC data source 15-2–
15-3
customer support xi
documentation information xi
file format 12-1
registering xi
FileMaker Pro Help
Balloon Help (Mac OS) xvi
using xiii
What’s This? Help (Windows)
xvi
FileMaker Pro Web Companion.
See Web Companion
FileMaker Server 13-1, 13-5,
13-6
Files
See also Exchanging files; File
formats; Related files
access privileges 9-1
backing up B-1
cloning 1-7
closing 1-7
converting 1-7
creating 5-2
described 1-1
duplicate filenames 8-10
exporting 12-6
importing 12-2
international 1-7
joins 8-15

lookup 8-6
multiuser 13-3
hiding 13-4
opening 1-6
cross-platform 12-1
planning 5-1
protecting 9-1
recovering B-3
related 8-1, 8-2
shared
access privileges 9-1
closing 13-4
described 13-1
hiding 13-4
on Web 14-1, 14-5, 14-10
preferences A-5
requirements 13-1
templates
creating files 5-2
described 5-2
displaying A-2
updating to current version 1-7
Files, master. See Master file
Fill attributes
color 7-15
pattern 7-2
Financial functions 11-9
Find mode 1-3, 3-1
Find requests
See also Finding
add new 3-5
defining 3-1
deleting 3-5
described 3-1
editing 3-5
mixing find and omit 3-7
multiple 3-5, 3-6
operators in 3-2, 3-6
order of 3-7
repeating 3-5, 3-7
reverting 3-6

I-5

summary fields in 3-2
Finding
See also Find requests
adding new request 3-5
all records 3-2
Boolean numbers 3-4
dates 3-4
described 3-1
duplicate records 3-6, 10-13
empty fields 3-6
exact values 3-3
excluding records 3-6
graphics 3-2
invalid dates and times 3-4
multiple criteria 3-5
narrowing searches 3-5
numbers 3-3
operators 3-2, 3-6
order of requests 3-7
partial or variable text 3-2
ranges 3-4
records 3-1
records on Web 14-11, 14-15
records using related fields 3-4
symbols 3-3
text 3-3
times 3-4
today’s date 3-4
Font menu
customizing 7-13
Fonts
choosing 7-12
text ruler 7-12
Footers
described 6-25
showing in table view 6-10
Form letters 6-17
Form View, Web
setting up 14-10
viewing in browser 14-14

I-6

FileMaker Pro User’s Guide

Formats
default 6-22
display 6-22
international 1-7
Formatting
calculations 6-22
custom line spacing 7-13
dates 6-23
export data 12-7
fields
defaults 6-22
text 7-12
graphics 6-24
import data 12-1
merge fields 6-18
paragraphs 7-12
repeating fields 7-7
scroll bars 7-2
tables 6-10
text 6-22, 7-12, 7-13
times 6-24
Forms
See also Layouts
Standard form layout 6-3
viewing records as 2-2
Formulas
calculation fields 5-5
changing 5-11, 5-12
constants 11-2
described 11-1
expressions 11-2
field references 11-2
functions 11-5
operators 11-3
results 11-1
syntax 11-1
Found set
copying 2-8
deleting 12-5
described 2-1, 3-1
import data 12-5
switching with omitted set 3-7

FP5 filename extension 1-6
Fraction of Total for summary
fields 5-7
Functions
described 11-5
parameters 11-5
Web Companion 11-13

G
Getting help. See FileMaker Pro
Help
Global fields
See also Fields
defining 5-8
described 5-4, 5-8
examples 10-13
importing 12-2
shared files 13-2
Glossary, in FileMaker Pro Help
xii, xiii
Grand summaries
See also Grand summary parts
described 6-26
exporting 12-8
Grand summary parts
See also Subsummary parts
described 6-26
leading 6-26
page breaks 6-29
printing 6-28
trailing 6-26
Graphic
objects
adding to layouts 7-14,
7-16
rulers
described 7-20
showing/hiding 7-20
Graphics
adding to layouts 7-16
comparing 11-5

copying 2-8
deleting 2-13
file formats 2-12
finding 3-2
inserting into fields 2-11
on the Web 14-4
pasting 2-13
positioning 6-14, 7-19
rotating 7-18
saving in Macintosh PICT
format A-5
storing methods 2-11
Grids
in tables 6-10
on layouts 7-20
Grouping objects 7-17
Groups
access privileges 9-1, 9-3
associating with passwords
9-4
changing 9-5
defining 9-3
deleting 9-5
embedded 7-18
examples 9-4
limiting access 9-1
master passwords 9-5
versus passwords 9-6
Guest book, on Web 14-11
Guests
closing files 13-4
described 13-1
limits, on the Web 14-2
opening files 13-5
performing tasks 13-2
saving files 13-2, 13-4
sending messages to 13-3
Guides. See Object Grid; Ruler
lines; T-squares

H
Headers
described 6-25
Envelope layout 6-7
showing in table view 6-10
title 6-25
Help
for databases in browser 14-6,
14-14
for FileMaker Pro xi
Hiding objects
See also Showing/hiding
during printing 7-22, 7-25
Hiding shared files 13-4
Home page
built-in 14-3, 14-6, 14-8
customizing 14-6
directing Web users to 14-3
logging activity 14-8
replacing built-in 14-6
specifying default 14-8
Host
closing files 13-4
database on Web 14-1, 14-5
described 13-1
FileMaker Server 13-1, 13-5
opening files 13-3
performing tasks 13-2
saving files 13-2, 13-4
sending messages to guests
13-3
HTML files
described 14-1
HTML table format 12-1
HTTP commands 14-9
HyperText Markup Language.
See HTML

Index

I
Identification fields 10-14
Importing
See also Exchanging files,
Exporting, Inserting
appending new records 12-2,
12-3
canceling 12-5
cross-platform considerations
12-1
data order 12-2
described 12-1
destination file 12-2
dictionaries 2-14
Excel spreadsheets 12-4
exception fields 12-2
field order 12-4
field types 12-6
file formats supported 12-1
found set 12-5
into existing files 12-3
layouts 6-8
ODBC data 15-5–15-13
from more than one table
15-8, 15-11
options 12-2
record order 12-2
related records 12-2
repeating fields 12-5
replacing data 12-2, 12-3
requirements 12-7
scripts 10-11
shared files 12-1
source file 12-2
updating existing records
12-2, 12-3, 12-6
validating data 12-6
versus copying and pasting
12-1
Index
in FileMaker Pro Help xiv

pasting from 2-7
Indexing
fields 5-11
match fields 8-5
text field limitations 3-3, 3-6,
8-5
Inserting
graphics 2-11
movies 2-12
Instant Web Portal 14-3
Instant Web Publishing
built-in home page 14-3, 14-6,
14-8
described 14-2
disabling or enabling 14-8
language in interface 14-8
setting up pages 14-10
sharing files 14-2, 14-7
showing value lists 7-7
styles 14-11
testing databases 14-13
using Scripts with 10-1
viewing browser pages 14-3,
14-6, 14-14
International files 1-7
Internet
See also Web
access 14-4
described 14-1
Internet Explorer 14-11
Internet Service Provider. See ISP
Intranet 14-1
See also Web
IP addresses 14-2
defined 14-2
limiting 14-2, 14-7, 14-9
specifying port numbers 14-9
typing in browser 14-3
ISP 14-2, 14-5

J
Java Script, in Web browsers
14-11
Join expressions. See
Relationships
Join fields. See Match fields
Join files for many-to-many
relationships 8-15
Join, SQL 15-11
Joins. See Relationships

K
KAR format 2-12
Key fields. See Match fields
Keyboard shortcuts
for Mac OS D-1
for Windows C-1
scripts 10-11
showing A-2

L
Labels
See also Labels layout
field 6-16, 7-10
margins 7-21
printing 4-3, 6-6
sizes 6-4
Labels layout
See also Layouts
customizing 6-7
described 6-4
page setup 6-6
printing 6-6, 6-7
standard sizes 6-4
Language, in sorting 3-8
Launching FileMaker Pro 1-6
Layout mode 1-3, 6-1
Layout objects. See Objects

I-7

Layout parts
adding 6-26
adding objects to 6-27
body 6-25
changing 6-26, 6-29, 6-30
deleting 6-30
described 6-25
field labels 6-16
footer 6-25
grand summary 6-26
header 6-25
modifying 6-30
page breaks 6-29
page numbers 6-29
reordering 6-29
resizing 6-30
subsummary 6-26
title footer 6-25
title header 6-25
Layout pop-up menu 2-1, 6-8
Layout text. See Text
Layouts
access privileges 9-1, 9-4, 9-5,
9-6
adding fields 6-15
adding graphics 7-14, 7-16
adding objects 6-12
adding text 7-10
Blank 6-5
blank space, removing 7-22
buttons 10-12
changing 6-8
choosing 6-8
Columnar list/report 6-3
columns
page breaks 6-29
resizing 7-22
setup 6-9
creating 6-2
custom line spacing 7-13
deleting 6-8

I-8

FileMaker Pro User’s Guide

deleting fields from 6-17
described 1-3, 6-1
duplicating 6-8
Envelope 6-5
field boundaries 7-17
fields
displaying 1-3, 6-1
dragging onto layout 6-16
placing 6-15
removing 6-17
selecting 6-12
form layout 6-3
form view 2-2
graphic objects 7-14, 7-16
importing 6-8
Labels 6-4
margins 7-22
modifying 6-8
naming 6-8
objects
adding 6-12, 7-14, 7-16
deleting 6-13
enhancing 7-15
locking 6-15
non-printing 7-25
on Web 14-12
placing related records 6-16
print area 7-22
printing
overview 7-22
procedures 4-4
subsummary reports 4-3
wide 4-2
related fields
placing 6-16
removing 6-17
removing 6-8
renaming 6-8
reordering the menu list 6-8
setting preferences A-2, A-5
setting up views 6-10

Standard form 6-3
switching 6-8
text, adding 7-10
tools
described 6-11
locking 7-14, A-2
types 6-3
Leading summaries 6-26
Leading. See line spacing, custom
Line spacing, custom 7-13
Lines 7-14
Links, between database files. See
Relationships
List separators 11-5
Lists, pop-up. See Pop-up lists
Lists, viewing records as 2-2
Literal text searches 3-3
Local Data Access Companion
15-2
Locking
objects 6-15
shared records 13-2
tools 7-14
Log, of Web activity 14-8
Logical
AND search 3-5
functions 11-10
operators 11-4
OR search 3-5
Lookups
and accessing related data
from third file 8-14
and relational databases 8-1
changing 8-13
defining 8-6, 8-13
defining relationships 8-10
destination field as match field
8-6
lookup destination field 8-2
lookup source field 8-2

stopping or suspending 8-13
updating 8-13
Lotus 1-2-3 format 12-1

M
MacIPX 13-2
Macros. See Scripts
Mail merge
using merge fields 6-17
using ODBC 15-2
Mailing labels 6-4
Main database. See Master file
Main forms. See Master records
Many-to-many relationships,
defining 8-15
Margins
alternating 7-21
changing, text ruler 7-12
displaying
in Layout mode 7-22
in Preview mode 4-3
labels 7-21
setting 7-21
Master file
described 8-2
planning 8-8
Master password
defining 9-1
groups 9-5
Master records
copying 2-8
deleting 2-5, 8-11
duplicating 2-5
finding with related fields 3-4
sorting with related fields 3-9
Master table. See Master file
Match fields
See also Fields
calculation formulas in 8-5
described 8-2

field types for 8-5
in import update 12-2
indexing 8-5
multiple values in 8-6
non-alphanumeric characters
in 8-6
planning 8-5
Matching records, updating 12-2
Mathematical operators 11-3
Maximizing window size A-5
Maximum for summary fields 5-7
Memory preferences A-2
Menu commands
performing 1-4
Menu commands, access
privileges 9-2
Menus
context, described 1-5
File
listing recent files A-2
Font, customizing 7-13
layout pop-up 6-8
Script
adding items 10-5, 10-10
deleting items 10-10
reordering items 10-11
Menus, pop-up. See Pop-up
menus
Merge fields
described 6-17, 7-24
formatting 6-18
placing 6-17
Messages, sending 13-3
Microsoft Access 15-2
Microsoft Excel. See Excel
Microsoft SQL Server 15-2, 15-5
Microsoft Visual Basic 15-2
Microsoft Word 12-1, 15-2
MIDI format 2-12
Minimum for summary fields 5-7

Index

Mode pop-up menu 1-3, 6-1
Modems, configuring A-3
Modes 1-3
Modifying. See Changing
Movies
deleting 2-13
inserting into fields 2-12
script step 10-7
moving 2-12
on the Web 14-4
pasting 2-13
playing 2-12
Moving
fields between files 6-13
movies 2-12
objects
between applications 6-13
between layouts 6-13
on layouts 6-14, 7-19
part labels 6-28
record to record 2-4
to calculation fields 2-7
to summary fields 2-7
Multi-key fields 8-6
Multimedia 2-12
Multiple platforms. See
Cross-platform
Multi-table databases. See
Relational databases
Multiuser files 13-3
hiding in Hosts dialog box
13-4

N
Naming
fields 5-5, 5-11
layouts 6-8
relationships 8-10
scripts 10-4
value lists 7-3

Netscape Navigator 14-11
Networks
changing connections A-2
cross-platform 13-1
FileMaker Server 13-1, 13-5,
13-6
sharing files
Web 14-5
New Layout/Report assistant
described 6-2
No password 9-1
Non-printing objects 7-25
NOT operator 11-4
Number fields
See also Fields
described 5-4
entering data 2-7
finding 3-3
formatting 6-22
sorting numbers 3-9
Number functions 11-6

O
Object Grids
described 7-21
reshaping objects without
6-14
Object Linking and Embedding.
See OLE objects
Objects
adding to layouts 6-27, 7-14,
7-16
aligning 7-18, 7-19
copying 6-13
cutting 6-13
deleting 6-13
described 6-11
editing quickly 1-5
embossed, engraved, drop
shadow effects 7-15
fill 7-14

graphic 7-14, 7-16
grouping 7-17
locking 6-15
moving
between applications 6-13
between layouts 6-13
on layouts 6-14, 7-19
non-printing 7-25
pasting 6-13
positioning 6-14, 7-19
resizing 6-14, 7-19
rotating 7-18
selecting 6-12
sliding
described 7-22
displaying 7-23, 7-24
setting 7-24
stacking order 7-18
text
adding 7-10
deleting 2-14
pasting 2-14
removing 2-14
replacing 2-14
ungrouping 7-17
ODBC
See also Data Access
Companion
configuring control panel
15-3, 15-5
described 15-1
field name considerations 5-3
FileMaker Pro as client
application 15-5–15-13
FileMaker Pro as data source
15-2–15-3
protecting data 15-3
OLE objects
adding to layouts 7-16
working with 2-15, 13-3
Omitting
fields

I-9

during printing 7-22, 7-25
from tab order 7-9
records
find requests 3-6
related 3-4
One-to-many relationships,
defined 8-4
One-to-one relationships, defined
8-4
Opening
FileMaker Pro Help xiii
files 1-6, 13-3
URLs 10-9
Operators
AND 11-4
comparison 11-3
in find requests 3-2, 3-6
in formulas 11-3
logical 11-4
mathematical 11-3
NOT 11-4
OR 11-4
precedence 11-3
text 11-4
XOR 11-4
Options, default. See Preferences
OR operator 11-4
OR searches 3-5
Oracle databases 15-2, 15-5
Other items 2-9
Oval tool 7-14

P
Page breaks
defining 6-29
viewing
in Preview mode 4-3
Page margins 7-21
Page numbers
and page breaks 6-29

I-10

FileMaker Pro User’s Guide

inserting on layout 7-11
Page orientation for printing 4-2,
4-4, 4-5
Pages, Web
setting up 14-10
viewing databases in 14-3,
14-10, 14-14
Palettes
color 7-15, A-2
pen 7-15
Size 6-14, 7-19
tools 7-14
Paragraphs
attributes 7-13
formatting 7-12
Parameters
separating 11-5
Parameters, function
described 11-5
Part labels, displaying 6-28
Parts. See Layout parts
Passwords
access privileges 9-1, 9-6
associating with groups 9-4
automatic A-5
blank 9-1, 9-3
case sensitivity 9-1
changing 9-3
default 9-1, 9-3, A-5
defining 9-1
deleting 9-3
limiting activities 9-6
master 9-1
no password 9-1
prompt for 9-3
related files
master file 8-5
planning 8-9
working with 9-2
versus groups 9-6
Web administration 14-5, 14-8

Pasting
current date, time, or user
name 2-10
from the index 2-7
graphics 2-13
movies 2-13
objects 6-13
OLE objects 13-3
sounds 2-13
symbols 7-11
text 2-14
Patterns
field 7-2
fill 7-2
pen 7-15
selecting 7-15
Pausing scripts. See Scripts,
pausing
PCX format 2-12
Pen attributes 7-15
Performing scripts
described 10-1
on closing 10-2, A-5
on opening 10-2, A-5
procedures 10-2
Permissions. See Access
privileges
Phone numbers
dialing A-3
script step for dialing 10-9
PIC format 2-12
PICT format (Macintosh) A-5
Picture fields. See Container
fields
Pictures. See Graphics; OLE
objects
Placing
fields 6-15
merge fields 6-17
Planning
databases 5-1

fields 5-1
relational databases 8-7
scripts 10-3
Playing
movies 2-12
sounds 2-13
Plug-ins
Data Access Companion,
enabling 15-2
described 15-1, A-4
enabling A-4
external functions 11-13
Web Companion, enabling
14-7, A-4
Pointer tool. See Selection tool
Pointers to files. See
Relationships
Pop-up lists
See also Value lists
choosing from 2-9
displaying field values 7-6
editing 2-9
showing/hiding 2-9
Pop-up menus
See also Value lists
choosing from 2-9
displaying field values 7-6
editing 2-9
layout 6-8
Portal tool 6-19
Portals
See also Relational databases
changing 6-19
changing appearance 7-14
changing relationships for
8-12
defining 6-19
deleting 6-20
described 8-2
formatting 6-20
placing related records 6-16

rotating 7-18
scroll bars 6-20
selecting 6-12
sorting 8-11
summarizing data in 8-12
Portals, Instant Web Portal 14-3
Positioning
fields 6-14, 7-19
graphics 6-14, 7-19
objects 6-14, 7-19
Precedence of formula operators
11-3
Preferences
See also Settings
adding fields to current layout
A-2
application A-1
cache size A-3
changing A-1
color palettes A-2
configuring plug-ins A-4
dialing phone numbers A-3
displaying template files A-2
document A-5
enabling drag and drop A-2
layout A-2
locking layout tools A-2
maximizing window size A-5
memory A-2
modem A-3
network connections A-2
opening to specific layout A-5
opening with default password
A-5
performing scripts A-5
saving files A-3
shared files A-5
showing keyboard shortcuts
A-2
showing/hiding status area
A-5

Index

specifying user names A-2
storing graphics A-5
using smart quotes A-5
Web Companion 14-7
window size A-5
Prefixes 2-11
Preview mode 1-3, 4-3
Previewing
See also Printing
columns 6-9
layouts 4-3
records 4-3
subsummary reports 6-28
Primary keys. See Match fields
Print area
objects outside 7-22
viewing 4-3, 7-22
Print preview. See Preview mode
Printer, selecting 4-2
Printing
access privileges for 9-1
blank records 4-5, 7-22
envelopes 4-3
field definitions 4-5, 7-22
fixed margins 7-21
forms 4-4, 7-22
labels 4-3
setup 6-6
tips 6-6
layouts 4-4, 7-22
merge fields 6-18
non-printing objects 7-25
page orientation 4-2, 4-4, 4-5
previewing 4-3
print area 4-3, 7-22
procedures 4-4
records 4-4
reports 4-4
reports with grouped data 4-3
script definitions 4-4, 7-22
scripts 4-5

setup 4-2, 4-5
subsummary reports 4-3
wide layouts 4-2
Privileges. See Access privileges
Properties, table 6-10
Protecting files. See Access
privileges
Publishing, databases on the Web
14-1
overview 14-6
Pushbuttons. See Buttons

Q
Query, SQL 15-1
QuickTime
described 2-12
script step 10-7
Quitting FileMaker Pro 1-8
Quotation marks in searches 3-2,
3-3
Quotes, smart A-5

R
Radio buttons
See also Value lists
choosing from 2-9
displaying field values 7-6
editing 2-9
Ranges, finding 3-4
Read/write password. See Access
privileges
Read-only password. See Access
privileges
Record locking 13-2
Record numbers
inserting on layout 7-11
Recording
scripts 10-4
sounds 2-13

Records
access privileges 9-1
adding 2-4
on Web 14-16
appending 12-3
browsing
groups of 2-1
in a list 2-2
individual 2-2
on Web 14-14
sorted records 3-8
copying 2-4, 2-8
current 2-3
deleting 2-5
on Web 14-16
deleting duplicates 3-6
described 1-2
displaying sorted related 8-11
duplicating 2-4
editing, on Web 14-17
exporting 12-6
finding 3-1
example script 10-13
on Web 14-15
importing 12-2
locked 13-2
matching 12-2
moving to 2-4
numbers 7-11
omitting 3-6
printing
blank 4-4
in columns 6-8
large 4-3
procedures 4-4
reserializing 2-10
reverting 2-7
selecting 2-3
semi-sorted 3-9
sorting 3-8
on Web 14-13

I-11

related records 8-11
viewing as forms, lists, or
tables 2-2
Records, master. See Master
records
Records, related. See Related
records
Recovering files B-3
Rectangle tool 7-14
Registering FileMaker Pro xi
Related fields
See also Fields; Relational
databases
calculations 5-5
changing 6-17
described 8-2
display on Web 14-6
field definitions 5-12
finding 3-4
on layouts 6-16
planning 8-8
removing from a layout 6-17
sorting on 3-9
summarizing data 8-12
syntax for field names 8-2
Related files
See also Files; Relational
databases
access privileges 8-5, 8-9, 9-2
accessing data from a third file
8-14
changing in relationship 8-10
described 8-2
planning 8-8
Related records
See also Records; Relational
databases
adding 2-5, 8-11
copying 2-8
defining 2-5
deleting 2-5, 8-11

I-12

FileMaker Pro User’s Guide

described 8-2
displaying in portals 6-16
duplicating 2-5
exporting 12-7
finding and omitting 3-4
importing 12-2
sorting 8-11
summarizing data 8-12
Relational databases
See also Portals; Related
fields; Related files; Related
records; Relationships
copying related records 2-5
defining 8-9
defining portals 6-19
deleting related records 2-5
described 8-2
duplicate filenames for 8-10
finding and omitting related
records 3-4
many-to-many relationships
between data 8-15
master file
described 8-2
planning 8-8
match fields
described 8-2
planning 8-5
one-to-many relationships
between data 8-4
one-to-one relationships
between data 8-4
planning 8-7
portals 8-2
sorting 3-9
terminology 8-2, 8-6
Relationships
See also Relational databases
changing 8-12
changing for portals 8-12
changing related file 8-10
defining 8-10

described 8-2
joins, for many-to-many
relationships 8-15
planning 8-9
self-joins 8-5
sorting in dialog box 8-11
to and from same file 8-5
Relookups, described 8-13
Remarks, in scripts 10-9
Remote Data Access Companion
15-2
Remote files, sharing
via ODBC 15-3
Web 14-5, 14-8
Removing. See Deleting
Renaming layouts 6-8
Rendering layouts, on Web 14-12
Reordering
field definitions 5-12
layout parts 6-29
layouts 6-8
Script menu items 10-11
script steps 10-4, 10-10
sort fields 3-8
Repeating fields
defining 5-11
described 5-11
exporting 12-8
formatting 7-7
importing 12-5
separating 12-8
sorting on 3-9
splitting 12-8
tab order 7-9
using in calculations 11-9
Repeating find requests 3-5, 3-7
Repeating functions 11-9
Repeating panels. See Portals
Repetitions. See Repeating fields
Replacing

data during import 12-2, 12-3
data in multiple records 2-10
text 2-14
Reports
See also Layouts;
Subsummaries
adding date, time, page
numbers 7-11
Columnar list/report 6-5
creating 6-2
previewing 4-3
printing 4-4
records in columns 6-8
with grouped data
creating 6-3, 6-5
printing 4-3, 4-4, 6-28
Requests. See Find requests
Requirements
exporting 12-7
importing 12-7
Web Companion 14-3, 14-4
Reserializing records 2-10
Resizing
layout parts 6-30
objects 6-14, 7-19
Restricting access. See Access
privileges
Retrieving data from other files.
See Exchanging files
Reverting
find requests 3-6
records 2-7
Right-click menus. See Context
menus 1-5
Rights. See Access privileges
RMI format 2-12
Rotating objects 7-18
Rounded rectangle tool 7-14
Rows
in Excel import 12-4
in portals 6-20

Rows, in ODBC tables 15-1
Ruler lines
described 7-20
setting units 7-20
showing/hiding 7-20
Rulers
graphic 7-20
lines 7-20
setting units 7-20
showing/hiding 7-20
text 7-12
Running scripts 10-2

S
Saving
data automatically A-3
setting preference for A-3
shared files 13-2, 13-4
Scientific notation in number
fields 6-23
Script menu
adding items 10-5, 10-10
deleting items 10-10
reordering items 10-11
Script specifications. See Scripts,
settings
Script steps
adding 10-4
deleting 10-4
described 10-6
for related fields 10-6
italicized 10-10
OLE objects 10-8
options 10-4, 10-6
reordering 10-4, 10-10
ScriptMaker
examples 10-13
steps 10-6
Scripts
adding
comments 10-9

Index

menu items 10-5, 10-10
remarks 10-9
automatically performing A-5
automating relookups 10-8
backup script B-1
buttons 10-12
changing 10-10
commands 10-6
copying 1-7, 10-10
DDE 10-9
defining 10-4
deleting 10-10
deleting menu items 10-10
described 10-2
designing 10-3
dialing phone numbers 10-9,
A-3
displaying error messages
10-6
duplicating 10-10
examples 10-13
external 10-2
for ODBC import 15-13
importing 10-11
keyboard shortcuts 10-11
looping 10-6
modifying 10-10
naming 10-4
passwords 9-1
pausing 10-2
adding to scripts 10-5
described 10-2
example 10-1
performing 10-1, 10-2
planning 10-3
printing 4-4, 4-5
reordering in Script menu
10-11
resuming 10-2
running 10-2
setting preferences A-5

settings
keeping 10-10
replacing 10-10
restoring 10-4
storing 10-4
shutdown 10-2, A-5
startup 10-2, A-5
stopping 10-2
subscripts
adding to scripts 10-4
changing 10-10
described 10-2
testing 10-3
with Instant Web Publishing
10-1
Scroll bars
adding to fields 7-2
in portals 6-20
Search page, Web
choosing layouts for 14-13
setting up 14-10
viewing in browser 14-15
Search requests. See Find requests
Searching. See Finding
Secondary files. See Relational
databases
Security, file. See Access
privileges
Selecting
checkboxes 2-9
Edit items 2-9
from pop-up lists 2-9
from pop-up menus 2-9
objects 6-12
grouping 7-17
ungrouping 7-17
Other items 2-9
patterns 7-15
printer 4-2
radio buttons 2-9
records 2-3

text 2-13
Selection handles 6-14
Selection tool 6-12
Self-joins
described 8-5
for summarizing data in
portals 8-12
Semi-sorted records 3-9
Sending mail 10-9
Sending messages 13-3
Serial numbers, modifying 2-10
Server. See Host; FileMaker
Server
Settings
See also Preferences
alignment 7-18
tab order 7-8
Web Companion 14-7
Shared files
See also Networks
access privileges 9-1
closing 13-4
coffee cup icon 13-2
described 13-1
double arrow icon 13-2
exiting FileMaker Pro 13-4
guests 13-1
host 13-1
in workgroups 14-2, 14-7
limitations 13-1
on Web 14-1, 14-10
access privileges 14-5,
14-8
opening 13-5
quitting FileMaker Pro 13-4
related 13-3
saving 13-2, 13-4
Sharing information. See
Exchanging files
Showing/hiding
See also Hiding objects

I-13

ruler lines 7-20
rulers 7-20
status area 2-1
T-squares 7-20
Shutdown
options 10-2
scripts 10-2, A-5
Single-page form layout. See
Standard form layout
Size
palette
described 7-19
positioning objects 7-19
resizing objects 6-14, 7-19
text 7-12
text ruler 7-12
Sliding objects
displaying 7-23, 7-24
parts 7-23
setting 7-24
Smart quotes A-5
Sort order
changing 3-8
creating 3-8
for different field types 3-9
in scripts 10-4
records on Web 14-13
restoring original 3-9
summary fields 3-10
Sort page, Web
setting up 14-10
viewing in browser 14-16
Sorting 3-8
See also Sort order
ascending order 3-8
canceling 3-8
custom order 3-8
descending order 3-8
described 3-8
in scripts 10-4

I-14

FileMaker Pro User’s Guide

master records with related
fields 3-9
on break fields 6-28
records in table 2-2
records on Web 14-13
related fields 3-9
related records 8-11
relationships in dialog box
8-11
repeating fields 3-9
summary fields 3-10
Sounds
copying 2-8
deleting 2-13
inserting into fields 2-12
on the Web 14-4
playing 2-13
recording 2-13
Source file, import 12-2
Space, removing blank 7-22
Spelling
See also Dictionaries
checking 2-14
options 2-14
setting preferences A-6
Splitting repeating fields 12-8
Spreadsheets
converting 12-6
importing 12-4
SQL 15-1
building queries 15-7
SQL join 15-8, 15-11
SQL Server 15-2
Stacking objects 7-18
Standard Deviation for summary
fields 5-7
Standard form layout
See also Layouts
described 6-3
Standard toolbar 1-5
Starting FileMaker Pro 1-6

Startup
options 10-2
scripts
described 10-2
performing A-5
Static web publishing 14-3
Status area
Browse mode 2-1, C-3
Find mode 3-6, C-3
Layout mode 6-11, C-3
showing/hiding 2-1, 6-12, A-5
Status functions
described 11-10
using in scripts 10-6
Steps. See Script steps
Stopping
See also Closing
lookups 8-13
scripts 10-2
Stored results 5-11
Strict data type 5-10
Strings, text. See Text, literal
Styles, in web views 14-11
Subforms. See Portals
Subscripts. See Scripts, subscripts
Subsummaries
See also Grand summaries;
Reports; Subsummary parts;
Summary fields
creating reports 6-3, 6-5
described 6-26
exporting 12-8
printing 4-3, 4-4, 6-28
sorting subsummary values
3-10
viewing 6-28
Subsummary parts
See also Grand summary
parts; Subsummaries
described 6-26
page breaks 6-29

Subtotals. See Subsummaries;
Summary fields
Suffixes 2-11
Summaries. See Grand summary
parts; Subsummary parts;
Summary fields
Summarizing data in related
fields 8-12
Summary fields
Average for 5-7
Count for 5-7
defining 5-6
described 5-4, 5-6
exporting 12-7
find requests 3-2, 3-6
formulas 11-1
Fraction of Total for 5-7
importing 12-2
Maximum for 5-7
Minimum for 5-7
moving to 2-7
on layouts 6-26, 6-28
options for 5-7
sorting 3-10
Standard Deviation for 5-7
Total for 5-7
Summary functions 11-8
Summary parts. See Subsummary
parts; Grand summary parts
Switching layouts 6-8
SYLK format 12-1, 12-8
Symbols
exporting 12-6
finding 3-3
pasting 7-11
underscore 14-6
Symbols pop-up menu 3-2
Syntax
formulas 11-1
related field names 8-2
System formats. See Formats

T
Tab order
omitting fields 7-9
on the Web 7-9
repeating fields 7-9
setting 7-8
Table rights. See Access
privileges
Table View, Web
setting up 14-10
viewing in browser 14-15
Table View. See View as table
Tables
controlling formatting 6-10
viewing records as 2-2, 6-4
Tables, database. See Files
Tabs
alignment 7-13
attributes 7-13
decimal 7-13
inserting in a field 2-7
setting 7-12, 7-13
Tab-Separated Text format 12-1
TCP/IP 14-5, A-2
Templates
creating files 5-2
described 5-2
displaying A-2
suppress New Database dialog
box 5-2
Text
See also Fields
adding 2-7, 2-13
adding to a layout 7-10
alignment 7-13
attributes 6-22, 7-12
baselines 7-2
boundaries, showing/hiding
7-17
changing appearance 7-14
color 7-12, 7-14

Index

copying 2-14, 6-13
cutting 2-14, 6-13
deleting 2-14, 6-13
editing 2-14
fields 5-4
finding 3-3
formatting 6-22, 7-12
line spacing 7-13
operators 11-4
paragraphs 7-12
pasting 2-14, 6-13
removing 2-14
replacing 2-14
rotating 7-18
selecting 2-13, 6-12
styles 7-12
tool 7-10
typing values in fields 2-7
using drag and drop A-2
Text fields. See Text
Text Formatting toolbar 1-5
Text functions 11-5
Text ruler
changing text attributes 7-12
setting tabs 7-12
showing/hiding 7-20
Text tool 7-10
Themes, layout 6-5
Time
See also Time fields
current 2-10
finding 3-4
formatting 6-24
functions 11-7
inserting on layout 7-11
invalid 3-4
symbol, formatting 6-24
Time fields
See also Fields; Time
described 5-4
entering data 2-7

typing values in 2-7
Title headers and footers
described 6-25
Today’s date, finding 3-4
Toolbars, described 1-5
Tools
described 6-11
locking 7-14
switching between 7-14
tool palette
field tool 6-16
tools palette
line tool 7-14
oval tool 7-14
portal tool 6-19
rectangle tool 7-14
rounded rectangle tool
7-14
selection tool 6-12
text tool 7-10
working with 7-14
Tools toolbar 1-5
Tooltips 1-5
Total for summary fields 5-7
Totals. See Summaries
Trailing summaries 6-26
Transactions, Web 14-8
Trigger fields. See Match fields
Troubleshooting xi
True 6-22, 11-3
T-squares
adjusting 7-20
described 7-20
showing/hiding 7-20
Tutorial xvii
Typing in fields 2-7

U
Unauthorized users. See Access
privileges
Ungrouping objects 7-17
Unsorting records 3-9
Unstored results 5-11
Update, import 12-2
Updating files. See Converting
Updating lookup values 8-13
Updating records. See Importing
URLs, opening 2-8, 10-9, 14-3
User dictionaries. See
Dictionaries
User names
current
pasting into fields 2-10
script step 10-7
inserting on layout 7-11
setting A-2
Using data from other files. See
Exchanging files

V
Validating fields 5-9
Value lists
See also Checkboxes; Pop-up
lists; Pop-up menus; Radio
buttons
access privileges 9-1
copying 7-5
custom sorting by 3-8
defining 7-3
deleting 7-5
described 7-3
Edit items 2-9, 7-6
editing 2-9
naming 7-3
options 7-4
Other items 2-9
showing/hiding 2-9

I-15

Values
copying 2-8
displaying 7-6
finding duplicates 3-6
finding exact 3-3
inserting indexed 2-7
looking up automatically 8-6
Values, field. See Field values
View as Form 2-2
View as List
described 2-2
subsummaries 6-28
View as Table 6-4, 6-5
described 2-2
setting properties 6-10
Viewing records as forms, lists, or
tables 2-2
Views, Web 14-14
appearance 14-11
setting up 14-10
Virtual results 5-11

W
WAV format 2-12
Web
access 14-4
described 14-2
field name considerations 5-3
hosting databases on 14-2
terminology 14-1
web servers 14-2
Web browser. See Browser, Web
Web Companion
See also Instant Web
Publishing
and tab order 7-9
configuring 14-7
default settings 14-7
enabling A-4
functions 11-13

I-16

FileMaker Pro User’s Guide

home page 14-3, 14-6, 14-8
Instant Web Publishing
browser pages 14-3, 14-6,
14-14
remote administration 14-8
requirements 14-3, 14-4
setting up 14-7
setting up layouts 14-12
styles 14-11
testing databases 14-13
tracking user activity 11-13,
14-8
Web Security Database 14-5,
14-9
Web styles 14-11
Wide layouts
printing 4-2
Wildcards in searches 3-2
Windows
setting size A-5
WKS format 12-8
WK1 format 12-1
Workgroups, sharing files 14-2,
14-7
World Wide Web. See Web

X
XOR operator 11-4

Y
Y2K
and date functions 11-7
converting files 1-7
defining date fields 5-5
entering data 2-7
importing files 12-2
searching for years 3-3
sorting dates 3-9
year validation 2-7, 5-9, 5-10

Z
Zoom controls 2-1

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