FileMaker Pro 11 ® User’s Guide
© 2007–2010 FileMaker, Inc. All Rights Reserved. FileMaker, Inc. 5201 Patrick Henry Drive Santa Clara, California 95054 FileMaker and Bento are trademarks of FileMaker, Inc. registered in the U.S. and other countries. The file folder logo and the Bento logo are trademarks of FileMaker, Inc. FileMaker documentation is copyrighted. You are not authorized to make additional copies or distribute this documentation without written permission from FileMaker.
Contents Chapter 1 Introducing FileMaker Pro About this guide Using FileMaker Pro documentation Where to find PDF documentation Online Help Templates, examples, and more information Suggested reading FileMaker Pro overview Creating simple or complex databases Using layouts to display, enter, and print data Finding, sorting, and replacing data Protecting databases Creating scripts to automate tasks Sharing and exchanging data Saving and sending data in other formats Chapter 2 Using databases About database
FileMaker Pro User’s Guide Finding records Performing quick finds in Browse mode Making find requests in Find mode Finding text and characters Finding numbers, dates, times, and timestamps Finding ranges of information Finding data in related fields Finding empty or non-empty fields Finding duplicate values Finding records that match multiple criteria Finding records except those matching criteria Viewing, repeating, or changing the last find Saving find requests Deleting and reverting requests Hiding r
| Setting options for fields Defining automatic data entry Defining field validation About storage and indexing options Creating database tables Creating layouts and reports About layout types Setting up a layout to print records in columns Setting up columns in a layout Changing the width of columns Working with objects on a layout Using the Inspector to format objects Using the Inspector to position objects Selecting objects Working with fields on a layout Placing and removing fields on a layout Setting u
FileMaker Pro User’s Guide Chapter 5 Sharing and exchanging data Sharing databases on a network Enabling file sharing and hosting files Opening shared files as a client Opening shared databases remotely using a URL Closing a hosted file Importing and exporting data Saving and sending data in other formats Sending email messages based on record data Supported import/export file formats Setting up recurring imports ODBC and JDBC Methods of importing data into an existing file About adding records About up
| Chapter 7 Converting databases from FileMaker Pro 6 and earlier Contents 7 Conversion overview Solving basic conversion problems Converting passwords Application support changes in FileMaker Pro 11 QuickTime support Third-party plug-in application support 139 139 140 140 140 141 141 Index 143
FileMaker Pro User’s Guide
Chapter 1 Introducing FileMaker Pro FileMaker® Pro is the leading workgroup database software for quickly creating and sharing solutions adapted to your business needs. Powerful features, broad platform support, and an easy-to-use interface make FileMaker Pro indispensable for anyone who needs to track and manage people, projects, and information.
FileMaker Pro User’s Guide All of the PDF files use the tagged Portable Document Format (PDF). Tagged PDF files work with assistive technology such as the screen readers JAWS and Window-Eyes for Windows. For more information about tagged PDF files, see the Adobe website at www.adobe.com. Online Help FileMaker Pro Help provides comprehensive step-by-step instructions on FileMaker Pro features. You can open Help from the Help menu in FileMaker Pro.
Chapter 1 | Introducing FileMaker Pro 11 FileMaker Pro overview Here is an overview of the capabilities of FileMaker Pro. Creating simple or complex databases With FileMaker Pro you can create simple databases consisting of just one database table, such as an address list, or you can create a complex database with relationships and multiple database tables. For example, you can create a complex database that relates two tables based on a single common value, such as a serial number or an ID number.
FileMaker Pro User’s Guide Steve Williams 789 Ninth Avenue New York, NY 10001 Dear Sophie, 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 Thank you for reserving a cruise with us.
Chapter 1 | Introducing FileMaker Pro 13 Extended privileges determine the data sharing options that are permitted by a privilege set, such as whether a privilege set permits users to open a shared file or view a database in a web browser. You can further protect a file by authorizing other FileMaker Pro files to create references to the schema (tables, layouts, scripts, and value lists) in that file, and by preventing versions of FileMaker Pro earlier than version 11 from opening the file.
FileMaker Pro User’s Guide
Chapter 2 Using databases This chapter explains the basics of how to: 1 1 1 1 1 1 open, close, and save files create records in a database add and edit data in fields find records using different criteria omit records from the found set find and replace data 1 sort data 1 print data, scripts, table and field information, and the relationships graph 1 use scripts See Help for detailed, comprehensive information and step-by-step procedures about using FileMaker Pro.
FileMaker Pro User’s Guide B C Records Michelle Cannon Fields 123 4th St. SW Edmonton CAN N4V 1LN (717) 555-0011 Your address book is like a database An invoicing system is an example of a more complex database, with multiple related tables, multiple layouts, and calculated fields. You can also view a subset of your data; for example, view only invoices for a particular month.
Chapter 2 | Using databases 17 To enter data in a database table, you make a new record and enter values into the fields that belong to that record. Values can be typed into a field, imported from another application, or entered in a number of other ways. FileMaker Pro also allows you to access and view data that is stored in non-FileMaker Pro files.
FileMaker Pro User’s Guide 2. When the FileMaker Quick Start Screen appears, do one of the following: Do this To Click Recent Files in the box at the center of the Quick Start Screen Display a list of FileMaker Pro files that you have recently opened.
Chapter 2 | Using databases 19 Keep these points in mind: 1 If you have Show recently opened files selected in the General preferences, files you have recently accessed appear in the File menu’s Open Recent list and in the Recent Files list in the FileMaker Quick Start Screen. See Help for information about adding local or remote files to the Favorite Files list in the FileMaker Quick Start Screen. 1 To open and share a file, see “Enabling file sharing and hosting files” on page 110.
FileMaker Pro User’s Guide Closing windows and files You can close FileMaker Pro windows and files as you would in most Windows and Mac OS applications. To close a window, do one of the following: 1 Windows: Double-click the document icon in the upper-left corner of the document window. 1 Windows: Click the close box in the upper-right corner of the document window. 1 Mac OS: Click the red close button in the upper-left corner of the document window. 1 Choose File menu > Close.
Chapter 2 | Using databases 21 When FileMaker Pro saves a file FileMaker Pro saves a file whenever you perform an action such as modifying data.
FileMaker Pro User’s Guide Using the status toolbar The status toolbar provides quick access to many FileMaker Pro menu commands. In all modes, it includes navigation tools, customizable buttons, and a layout bar for working with layouts. In Layout mode, it includes layout tools. Move the pointer over a button to see its description. You can also switch modes by clicking buttons in the status toolbar. The buttons in the status toolbar vary depending on which mode you’re in.
Chapter 2 | Using databases 23 The following illustration shows the same layout in three views. Form View Field labels One record List View One record Field labels Field labels Table View A row is one record Selecting the active record In Browse mode, a table has one active (selected) record at a time for each window. For more information about working with multiple windows, see “Opening multiple windows per file” on page 19.
FileMaker Pro User’s Guide Current record in List View To select a related record in a portal, select the portal row (click inside the row but outside any fields in the row). Portal Click inside the portal row to select a related record For information about related records and portals, see chapter 4, “Working with related tables and files.” Moving through records To move from one record to another, use the book in the status toolbar.
Chapter 2 To move Do this Through records in List View or Table View Use the scroll bar on the right side of the window. To a record with a unique value that you know See “Finding records” on page 30. | Using databases 25 You can also use a mouse scroll wheel to move through records. For more information about viewing records, see Help. Adding and duplicating records When you add or duplicate records, FileMaker Pro stores new records at the end of the current table.
FileMaker Pro User’s Guide Adding and duplicating related records If you’re working with records in related tables, you can add records to a related table when you enter data in a record in the current table. Note You can only add related records from the current table if the relationship is defined to allow the creation of related records. If a related table is in a write-protected file, or if you don’t have access privileges to create records, FileMaker Pro will not add or duplicate records.
Chapter 2 | Using databases To delete Do this in Browse mode A group of records Make sure the found set contains only the records you want to delete. (See “Finding records” on page 30.) Choose Records menu > Delete Found Records, then click Delete. All records in a database Click Show All in the status toolbar, or choose Records menu > Show All Records. Then choose Records menu > Delete All Records.
FileMaker Pro User’s Guide To Click in the field in Browse mode, then Enter data in a time field Type the time of day (or time duration) as: 1 hours 1 hours and minutes 1 hours, minutes, and seconds 1 hours, minutes, seconds, and fractional seconds Separate hours, minutes, and seconds by a nonnumeric character like : (colon). Separate fractional seconds by a . (period). 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.
Chapter 2 | Using databases 29 Working with data in Table View You can work with data in Table View to quickly create and change field definitions; add, modify, and delete records; sort records; and create dynamic reports. FileMaker Pro displays each record in a separate row, and each field in a separate column. Column headings. Each column displays one field from the current layout. Active record To work with data in Table View, click Table View in the layout bar when you’re working in Browse mode.
FileMaker Pro User’s Guide To Do this in Browse mode Copy the data in a record Right-click the left or right margin of the record that you want to copy, then choose Copy Record from the shortcut menu. You can paste the copied, tab-separated data into a field or into Microsoft Excel. Sort records 1 Click a column heading (field) to change the sort direction. (You must have Sort data when selecting column selected in the Table View Properties dialog box.
Chapter 2 | Using databases 31 Keep the following points in mind: 1 The only operator supported by quick find is the match phrase operator, double quotation marks (" "). 1 If you type more than one word in the search box, FileMaker Pro searches for records that have all of the words you typed. To view a list of recent quick finds 1. In Browse mode, click the down arrow in the search box. 2.
FileMaker Pro User’s Guide To make a find request 1. In Find mode, from the Layout pop-up menu, select a layout that includes the fields that contain the data you want to search. If necessary, you can change layouts and enter criteria on more than one layout. 2. In the find request, select a text, number, date, time, timestamp, or calculation field to use for finding, and then type a value in the field. You can use the Insert Operators list in the layout bar to help you enter criteria.
Chapter 2 | Using databases 33 You can do one or more of the following during or after performing a find request: To Do this Cancel a find operation before it is finished and leave Press Esc (Windows) or 2-period (Mac OS). the previous found set unchanged Change or refine criteria after performing a find request See “Viewing, repeating, or changing the last find” on page 40. Narrow an existing found set See “Constraining (narrowing) a found set” on page 38.
FileMaker Pro User’s Guide To find Type this in the field Operators or other non-alphanumeric characters, such as punctuation or spaces The literal text (characters), including "@" finds @ (or an email address, for spaces and punctuation, between example) double quotation marks (") "," finds records containing a comma " " finds three spaces in a row A character with special meaning, such as the find operators recognized by FileMaker Pro: @, *, #, ?, !, =, <, >, " (escape next character) \ followed
Chapter 2 | Using databases 35 Finding numbers, dates, times, and timestamps Numbers, dates, times, and timestamps 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 58. Important To avoid confusion when working with dates, always use four-digit years. For more information, see the Help topic “Conversion of dates with two-digit years.
FileMaker Pro User’s Guide Finding ranges of information To find values that are Use this operator Examples Less than a specified value < <40 <9/7/2010 >95129 >9/7/2010 >M Greater than or equal to a specified value >= or ≥ (Mac OS) >=100 >=9/7/2010 ≥8:00 ≥M Within the range you specify. A range is different based on the data type: 1 Numbers: least to greatest .. or ...
Chapter 2 To find timestamps Type this in the field That occur on a Monday in 2010 =Mon 2010 | Using databases 37 From the 10th through the 16th of November 2010 and from 3:00 PM 11/{10..16}/2010 {3..5} PM to less than 6:00 PM (if the date format is MM/DD/YYYY) Finding data in related fields You can enter find criteria in related fields that are displayed in a portal or directly on a layout.
FileMaker Pro User’s Guide Finding records that match multiple criteria You can narrow or broaden your search by using more than one criterion. Logical AND search To narrow your search, enter criteria in as many fields as needed to make your request specific, then click Perform Find. Constraining (narrowing) a found set You can narrow find results incrementally, looking for more specific detail as you search your database.
Chapter 2 | Using databases 39 Extending (broadening) a found set You can broaden a found set to expand your search to include additional applicable records without starting over. For example, after searching for customers in New York, you can broaden the search to also find customers in Hong Kong: 1. Perform a find to find customers in New York. FileMaker Pro displays the found set in Browse mode. 2. Click Find and type the criteria to broaden the search (type Hong Kong in the City field). 3.
FileMaker Pro User’s Guide 4. Click Omit. 5. Click Perform Find. Keep these points in mind: 1 You can have omit criteria in more than one request. 1 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: 1 If the first request finds all clients in Paris and the second request omits all clients in the US, the found set contains all clients in Paris, France but none in Paris, Texas, or anywhere else in the US.
Chapter 2 | Using databases 41 Hiding records from a found set and viewing hidden records 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. Important Omitted records are temporarily excluded from the found set. They still exist in the database. To Do this Omit a specific record Display or select the record to omit, then click Omit in the layout bar.
FileMaker Pro User’s Guide 4. Click one of the buttons to perform the type of find/replace operation you want. Click To Find Next Search for and select the next occurrence of the Find what data. Replace & Find If there is selected data that matches the Find what data: Replace the Find what data with the Replace with data, search for and select the next occurrence. If there is no selected data that matches the Find what data: Search for and select the first occurrence of the Find what data.
Chapter 2 | Using databases 43 Previewing and printing databases With FileMaker Pro, you can print: 1 1 1 1 all the records in the database, a subset of the records, or only the current record a blank record to create a paper form definitions of scripts, fields, tables, and relationships to see the structure of your database data saved as a PDF file FileMaker Pro prints records using the current layout. You can create layouts to print the same data in different ways.
FileMaker Pro User’s Guide 1 records arranged in columns if the Layout Setup is defined to print in columns 1 the tab panel in the front if the page contains tab controls 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 records”). Then, switch to Preview mode.
Chapter 2 | Using databases 45 Click to change the page orientation (vertical or horizontal), scaling, and other printing options Choose the data to print Select to update linked OLE objects before printing Print dialog box (Windows) Choose FileMaker Pro from the list Choose the data to print Print dialog box (Mac OS) 8. Select the print range, number of copies and other printing settings, then click OK (Windows) or Print (Mac OS).
FileMaker Pro User’s Guide There are three general steps for creating and printing labels: 1. Create a Labels layout. 2. Set up the merge fields. 3. Print the labels. Tip If you need help as you use the New Layout/Report assistant, click the Help button in each panel. Creating a Labels layout 1. Open the file that contains the data you want to print on labels. 2. Find the records containing the data you want to print on labels. 3. Choose File menu > Manage > Layouts. 4.
Chapter 2 | Using databases 47 Previewing and printing labels 1. In the next panel: 1 To see how the data will appear on the labels before printing them, select View in Preview mode, and click Finish. 1 To edit the labels, select View in Layout mode, and click Finish. 2. To print labels from Browse, Layout, or Preview modes, load the labels into your printer according to the instructions that came with your labels and your printer.
FileMaker Pro User’s Guide Printing table and field information You can print table or field information. 1. Choose File menu > Manage > Database, then click the Tables or Fields tab. 2. Select the table(s) or field(s) you want to print. To select more than one contiguous table or field in the list, Shift-click the tables or fields. To select more than one noncontiguous table or field, Ctrl+click (Windows) or 2-click (Mac OS) the tables or fields. 3. Click Print. 4.
Chapter 2 | Using databases 49 FileMaker Pro makes it easy for you to manage scripts. You can display a default script to use as a template when writing your own scripts. You can open several scripts at once to compare them. You can copy and paste entire scripts between files. You can copy and paste script steps from one script to another script in the same file or to a script in a different file.
FileMaker Pro User’s Guide
Chapter 3 Creating databases This chapter explains the basics of how to: 1 1 1 1 1 plan a database define and modify fields define tables create layouts work with fields, objects, and parts on a layout Note See Help for detailed, comprehensive information and step-by-step procedures about using FileMaker Pro. Planning a database A well-designed database promotes consistent data entry and retrieval, and reduces the existence of duplicate data among the database tables.
FileMaker Pro User’s Guide Typically, databases are organized in one of three ways: 1 A single table in a single file. Use a single table if you need to track data in one category only, such as names and addresses. 1 Multiple tables in a single file. Use multiple tables if your data is more complex, such as students, classes, and grades. 1 Multiple tables in multiple files. Use multiple files if you need to share the same data among several different database solutions.
Chapter 3 | Creating databases 53 7. Determine the match fields for each table, and circle each one in your plan. For more information, see “About match fields for relationships” on page 98. Client ID Client Name Street Route ID Origin Destination Tour ID Tour Name City Route ID Postal Code Origin Phone Destination Tour ID Tour Name Clients table Routes table Tours table For example, in the Clients table you might want to assign each client a unique, identifying number.
FileMaker Pro User’s Guide 9. Determine the relationships between the tables. In your plan, draw a line from each match field in a table to the corresponding match field in the related table. What establishes a relationship between tables is that their match fields contain matching data.
Chapter 3 | Creating databases 55 Sample Database Design Form Project Name Purpose of this database Filename for this database Table name Field name Field type Comments Field type Comments Table name Field name Layouts Name Purpose Screen Print Web 15. Create your database. 16. If you’ve designed the database for others to use, ask a few people to test it. Then, fix any problems they found before you make the database available for everyone to use.
FileMaker Pro User’s Guide Creating a blank, empty file 1. In FileMaker Pro, choose File menu > New Database. You can also use the FileMaker Quick Start Screen to create a blank, empty file. Choose Help menu > Quick Start Screen, then click Create a New Database. 2. Type a name for the file (choose a different folder, if needed), then click Save. Windows: For Save as type, select FileMaker Files. FileMaker Pro creates the file in Table View, displaying an empty database in a spreadsheet-like table.
Chapter 3 | Creating databases 57 The previous steps create a simple, one-table file. In Table View, you can only create and make changes to fields in local files. However, you can create simple and complex files by choosing File menu > Manage > Database and working in the Manage Database dialog box. For more information, see “Creating and changing fields in the Manage Database dialog box” on page 59.
FileMaker Pro User’s Guide About choosing a field type When you define a field, you select a field type based on the kind of information the field will contain. The field type determines what kind of data can be entered and what kinds of operations FileMaker Pro can perform with the data. FileMaker Pro uses the field type to interpret the data for tasks like sorting records and performing calculations.
Chapter 3 | Creating databases 59 Keep these points in mind: 1 Any field type except summary can store a global value. For more information, see “About storage and indexing options” on page 68. 1 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 four-digit years. 1 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.
FileMaker Pro User’s Guide 3. If your file contains more than one table, select the appropriate table from the Table list. You see tables from the current file and any related external files. 4. For the Field Name box, type a name for the field. Or, to change a field’s name, select the field in the list, then type a new name in the Field Name box. See “About naming fields” on page 57. 5. For Type, select a field type. See “About choosing a field type” on page 58.
Chapter 3 | Creating databases 61 Creating and changing fields in Table View Important Changing the field type can permanently and irretrievably erase data. 1. With the database open, in Browse mode, click Table View in the layout bar. 2. Create new fields or change existing fields. To Do this in Table View Create a field To create the first field, click Create Field in the first column heading. To create additional fields, click + in the column heading, or click in the right margin.
FileMaker Pro User’s Guide 4. Build a formula for your calculation. Click where you want the item to appear in the formula box, then do the following. You can also type the formula into the box. To add a Do this Reference to a field In the field list, double-click a field name. To display field names from another table, choose a table from the table list. Mathematical or text operator In the keypad in the dialog box, click an operator.
Chapter 3 | Creating databases 63 To Do this Set the field type of the result Choose a data type for Calculation result is . Choose the correct type for the result you want. See “About choosing a field type” on page 58. Make a calculated field repeating Select Number of repetitions, then type the number of repetitions. Prevent calculation if all referenced fields are empty Select Do not evaluate if all referenced fields are empty.
FileMaker Pro User’s Guide Select this type of summary To summarize values in a field in the found set of records by Minimum Finding the lowest number, or the earliest date, time, or timestamp for a field Maximum Finding the highest number, or the latest date, time, or timestamp for a field 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.
Chapter 3 | Creating databases 65 6. Click OK. 7. Continue to define fields, or click OK. Note If your FileMaker Pro file accesses data from external ODBC data sources, you can add supplemental fields to specify summary fields for external data. For more information, see the next section. Using supplemental fields If your FileMaker Pro file accesses data from external ODBC data sources, you can use supplemental fields to display unstored calculation and summary results using ODBC data.
FileMaker Pro User’s Guide 4. In the fields list, double-click a field that you want to define. 5. In the Options for Field dialog box, click the Auto-Enter tab and select options. (The available options depend on the field type.) To Do this Enter a date, time, timestamp, user name, or account Select Creation or Modification, then choose an option from the list. name when the record is created or modified Assign a sequential number to the field in each record Select Serial number.
Chapter 3 | Creating databases 67 1. With the database open, do one of these: 1 If you’re working in Table View, right-click the field name, then choose Field Options. Then skip to step 5. 1 Choose File menu > Manage > Database. 2. In the Manage Database dialog box, click the Fields tab. 3. If your file contains more than one table, select the appropriate table from the Table list. 4. In the fields list, double-click a field you want to define. 5.
FileMaker Pro User’s Guide Click Validation Select validation options for the field 8. To display a custom message when the data doesn’t meet the validation requirements, select Display custom message if validation fails, then type up to 255 characters. 9. Click OK to close the Options for Field dialog box, or click another tab to set additional field options. For more information, see Help.
Chapter 3 | Creating databases 69 . Click Storage Select the storage option for the field For more information about setting field options, see Help. Creating database tables Use database tables to organize and group your data by a common characteristic or principle. Your database can contain as many tables as you need to organize your data.
FileMaker Pro User’s Guide 3. In the Table Name box, type a name for the table, then click Create. The table can be renamed or deleted. Tables you add to a file are automatically displayed in the relationships graph. 4. Continue to define tables, or click the Fields tab to define fields. For information about relationships, tables, and the relationships graph, see chapter 4, “Working with related tables and files.
Chapter 3 | Creating databases 71 Tab controls are a useful way of organizing data. For example, in a personnel database, you could create tab panels for the employee’s photo, job description, and financial information. To create a tab control, in Layout mode, choose Insert menu > Tab Control or click the Tab Control tool. For more information, see Help.
FileMaker Pro User’s Guide To create a layout: 1. In Browse mode, choose File menu > Manage > Layouts, and click New. In Layout mode, click New Layout/Report in the status toolbar. You see the New Layout/Report assistant, a series of panels that assist you with creating the type of layout you choose in the first panel. 2. If the file has multiple tables, select the table from which you want records displayed in this layout and give the layout a name. 3.
Chapter 3 | Creating databases 73 Table view A Table view layout contains the fields you select displayed in a grid in the order you specify from left to right. Field names are the column headings. If you choose the Table view layout type, the layout is automatically created with Table View as the default view for displaying the layout in Browse mode. Table View is one of three views available for any layout in FileMaker Pro; the other views are Form View and List View.
FileMaker Pro User’s Guide Report A Report layout lets you set up a report with grouped data and optional totals and subtotals. For example, you can group sales data by region, then subtotal—or subsummarize—sales for each region, and add a grand total. As with a List view layout, you can add header or footer parts and save information in a script. For more information about Report layouts, see Help.
Chapter 3 | Creating databases 75 Envelope Use an Envelope layout to print the fields you select, arranged to print on a standard “Number 10” business envelope. For more information about creating an Envelope layout and printing on envelopes, see “Printing labels and envelopes” on page 45. Setting up a layout to print records in columns You can set up a layout to print (or preview) records in columns, for example, for a directory of names and addresses.
FileMaker Pro User’s Guide 4. In the Layout Setup dialog box, click the Printing 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 across the page first (left to right, Select Across first. a row at a time) Use this option for reports like labels, to use the fewest number of rows and preserve label stock.
Chapter 3 | Creating databases 77 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, a portal (for displaying rows of related records), a tab control, a chart, or a web viewer—that you can select, move, resize, delete, copy, format, or otherwise change. Place objects on a layout to enhance its design. For each type of object you work with, you use specific tools from the status toolbar.
FileMaker Pro User’s Guide Using the Inspector to format objects In Layout mode, you can use the Inspector to view and modify the settings for objects. Each tab focuses on a different aspect of formatting. Hold your pointer over options in each tab to see a description of what they do. To open the Inspector: 1 Click Inspector in the layout bar. 1 Choose View menu > Inspector.
Chapter 3 | Creating databases 79 Precisely positioning or sizing objects 1. In Layout mode, select one or more objects. For more information, see “Selecting objects” on page 80. 2. Click Inspector in the layout bar, then click Position. 3. In the Position area, type a new value into one of the fields. Note To change the unit of measure, choose Layouts menu > Set Rulers. In the Set Rulers dialog box, for Units, choose a unit of measure, then click OK. 4.
FileMaker Pro User’s Guide 3. In the Autosizing area, select the line that indicates the side of the object that you want anchored to the layout or container. Select the line for the side of the object you want anchored Note Objects located in containers on layouts (such as fields located in tab panels or portals) do not inherit resize settings from their container.
Chapter 3 | Creating databases 81 Working with fields on a layout After you create a layout, you can place fields on it, remove fields you don’t want displayed, determine control settings for data entered in fields, and determine the format in which you want data displayed. Fields on a layout are objects, which you can select, move, resize, and reshape. In Layout mode, each field displays its field name, formatted with its attributes for font, size, style, alignment, line spacing, and color.
FileMaker Pro User’s Guide Placing a field on a layout 1. In Layout mode, choose the layout you want to work with from the Layout pop-up menu. 2. Do one of the following: 1 Drag a field from the Field tool in the status toolbar to the position you want it 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.
Chapter 3 | Creating databases 83 Replacing a field with another field In Layout mode, double-click the field, then select another field name in the Specify Field dialog box and click OK. Removing 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.
FileMaker Pro User’s Guide 6. To allow users to enter values other than those defined by the value list, select Allow editing of value list. This option is not available if you selected Checkbox set or Radio button set or if the value list you selected in step 4 uses values from a field. 7. To choose the field to display data from, click the icon next to Display data from. 8. In the Specify Field dialog box, select the field to display data from.
Chapter 3 | Creating databases 85 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 User’s Guide Specify font, style, size, and color Highlight text Set vertical and horizontal alignment, line spacing, and paragraph indents Set tab position and alignment Type a character to fill across to the tab 4. Press Enter or Tab, or click outside the Inspector to apply the changes. For more information about specifying text formats for fields, see Help.
Chapter 3 | Creating databases 87 Choose options for Boolean or decimal numbers, currency, and percent Set options for currency and negative values Set options for displaying different Japanese numeral types 5. Press Enter or Tab, or click outside the Inspector to apply the changes. For more information about specifying formats for fields containing numbers, see Help.
FileMaker Pro User’s Guide Specifying formats for time fields You can control how FileMaker Pro displays time values in fields. 1. In Layout mode, select one or more time fields, or calculation fields with a time result. 2. Click Inspector in the layout bar, then click Data. 3. In the Data Formatting area, click Time . 4. Select the time format you want to use from the Format list, then select additional formats for the time field.
Chapter 3 | Creating databases 89 4. To format the time component (except the seconds portion), in the Data Formatting area, click Time then select the formatting options you want. , 5. To format the seconds and fractional seconds component, in the Data Formatting area, click Number then select the formatting options you want. , Only two options affect the display of the seconds component: Fixed number of decimal digits and Decimal (to the right of Separators). The remaining options have no effect.
FileMaker Pro User’s Guide Allowing or preventing entry into fields You can allow or prevent entry into a field. For example, you can restrict entry into a field containing a serialized number, so the field can’t be modified. You can set separate Browse mode and Find mode data entry options, which would allow you to permit finding serialized numbers even though they can’t be entered.
Chapter 3 | Creating databases 91 The New Layout/Report assistant automatically creates the appropriate layout parts depending on the choices you make. You can add, change, or delete layout parts after you finish the assistant as needed. (See “Creating layouts and reports” on page 70.
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 “Creating summary fields” on page 63). Summary parts include grand summary and subsummary parts. 1 A grand summary part usually contains one or more summary fields that display summary information (like totals) about all records being browsed.
Chapter 3 | Creating databases 93 3. Click in the layout and drag a rectangle where you want your chart to appear. Important You can create a chart in any layout part, but the data in the chart is evaluated based on the layout part in which the chart is located. Choose a chart type Type a title See your changes here Enter the field names for the data series you want to chart Click to format the chart Specify the source of data for the chart 4.
FileMaker Pro User’s Guide 8. For Use Data From, specify the source of data for this chart: Current Found Set, Current Record (delimited data), or Related Records. To see an example for charting summary data, see Help. 9. To change the display characteristics of your chart, click Format Chart. Select an aspect of the chart to format See your changes here Choose formatting options 10. In the Format Chart dialog box, make your changes, then click OK. 11.
Chapter 4 Working with related tables and files This chapter explains the basics of how to: 1 plan a relational database 1 create and edit relationships 1 create and edit lookups FileMaker Pro uses related tables as the basis for relational databases and lookups. Relational databases allow you to work with data from other tables dynamically, so that you can change data in one place and your changes are reflected in all places where the related data appears.
FileMaker Pro User’s Guide After you create a relationship, you can do either of the following to display the data from the related table: 1 Design a relational database, which is one or more tables that, when used together, contain all the data you need for your work. Each occurrence of data is stored in only one table at a time, but can be accessed and displayed from any related table.
Chapter 4 | Working with related tables and files 97 You create a relational database by defining a relationship between two fields, called match fields. These fields can be in different tables or they can be in the same table (a self-join). You are able to access related data when the value in the match field(s) on one side of the relationship compares successfully with a value in the match field(s) on the other side of the relationship, according to the criteria you establish in the relationship.
FileMaker Pro User’s Guide Term Description Relationships graph In the Relationships tab of the Manage Database dialog box, you can see the occurrences of tables both in the current file and from any external, related database files. In this relationships graph, you join tables and change relationships between fields in different tables. When you create a new table, a visual representation, or occurrence, of the table appears in the relationships graph.
Chapter 4 | Working with related tables and files 99 Types of relationships When you join two tables using a relationship, you establish criteria that FileMaker Pro uses to display or access related records. Your criteria can be simple, such as matching a field in Table A with a field in Table B, or more complex. A more complex relationship definition will usually return a narrower set of related records.
FileMaker Pro User’s Guide Multi-criteria relationships In a multi-criteria relationship, you increase the number of match fields, which increases the criteria that FileMaker Pro evaluates before successfully joining related records. In a multi-criteria relationship, FileMaker Pro compares the values from each match field on each side of the relationship in the order in which the fields appear.
Chapter 4 | Working with related tables and files 101 Relationships using comparative operators In a comparative relationship, you use one or more of the following operators to compare match field values in the two related tables. The relationship returns related records when the comparison evaluates successfully, according to the criteria you establish.
FileMaker Pro User’s Guide For example: If fields Contain values These related records are returned from Table F Starting Date E 11/01/2010 Ending Date E 12/01/2010 11/14/2010 11/27/2010 Another example: If fields Contain values These related records are returned from Table F Starting Date E 12/01/2010 Ending Date E 01/01/2011 12/02/2010 12/15/2010 12/17/2010 12/26/2010 Self-joining relationships A self-join is a relationship in which both match fields are defined in the same table.
Chapter 4 | Working with related tables and files 103 By default, the relationships graph displays all of the tables in your current database file. You can add tables from other FileMaker Pro files or external ODBC data sources, add more than one occurrence of the same table to the graph, or remove tables from the graph using the buttons at the bottom of the graph. Note When the table is from an external ODBC data source, the name of the table is typeset in italics in the relationships graph.
FileMaker Pro User’s Guide Changing relationships After you have created a relationship, you can add or change match fields, change relational operators, and set options for creating, deleting, and sorting related records. To change a relationship: 1. With the database open, choose File menu > Manage > Database. 2. In the Manage Database dialog box, click the Relationships tab. 3.
Chapter 4 | Working with related tables and files 105 5. Select options for the relationship. To Select Add a related record (to the related table) whenever you enter data into a related field in a record of the current table. (See “Adding and duplicating records” on page 25.) Allow creation of related records in this table via this relationship.
FileMaker Pro User’s Guide 3. In the Specify Calculation dialog box, define a calculation that determines which portal records will be displayed. For example, if you are working in an Invoices layout, in a portal that shows product records from a LineItems table, and want to display just the products with quantities greater than 1, use the formula If(LineItems::Quantity < 1; 0; 1). 4. Click OK.
Chapter 4 | Working with related tables and files 107 4. If your database contains more than one table, select the appropriate table from the Table list. 5. Select a text, number, date, time, timestamp, or container field from the list of existing fields, or define a new one. 6. Click Options (or double-click the field name). 7. In the Options for Field dialog box, click the Auto-Enter tab, then select Looked-up value. 8.
FileMaker Pro User’s Guide 4. Double-click the lookup target field. 5. In the Options for Field dialog box, click the Auto-Enter tab. 6. Be sure Looked-up value is selected and click Specify. To stop or suspend using a lookup, clear Looked-up value. 7. Make your changes. 8. Click OK. For more information about creating and editing lookups, see Help.
Chapter 5 Sharing and exchanging data This chapter explains the basics of how you can share FileMaker Pro databases: 1 FileMaker Network Sharing: You can share FileMaker Pro databases on your network, which allows multiple FileMaker Pro users to access and use the same database file simultaneously. 1 Importing and exporting data: You can exchange information between FileMaker Pro and other applications by importing and exporting data.
FileMaker Pro User’s Guide The host opens the file Clients open connections to the shared file Once a shared file is open, the host and clients have access to the same information, and all changes to the file appear in each user’s window. Modifications to the data made by any user are saved in the shared file. The shared file is saved on the disk where the file resides. Sort orders, find requests, import and export field orders, and print setups are specific to each user.
Chapter 5 | Sharing and exchanging data 111 Click to enable network sharing Select level of network access for the selected file(s) 4. Select the file(s) to be hosted from the list of Currently open files. 5. Set the level of network access for the file(s). To Select Provide access to all FileMaker Pro users on your network All users. Limit network access to users based on their privilege set Specify users by privilege set, then click Specify.
FileMaker Pro User’s Guide 3. To see the available files from a host, select the host. In the Available Files list, select the file you want to open. Tip To narrow the list of available files, type a few characters in the Filter text box. Only filenames containing the characters you type are displayed in the list. Or, for Network File Path, type the network path; for example: For IPv4: fmnet:// For IPv6: fmnet:/[]/ 4. Click Open.
Chapter 5 | Sharing and exchanging data 113 To identify the URL for the shared database on the host machine and send it to a client user: 1. In the shared file on the host machine, choose File menu > Send > Link to Database. FileMaker Pro opens an email message in your default email application that contains the URL for the current database, plus client connection requirements. 2. Address the email message to the client user, then send the message.
FileMaker Pro User’s Guide Importing and exporting data You can exchange information between FileMaker Pro and other applications by importing and exporting data.
Chapter 5 | Sharing and exchanging data 115 Keep the following points in mind: 1 Data imported via recurring import is read-only in FileMaker Pro. 1 When you set up recurring imports, FileMaker Pro creates a new table for the imported data and a new layout to display the data. You can customize the layout in Layout mode later, if you wish. 1 To set up recurring imports, you must open a file with an account that is assigned the Full Access privilege set.
FileMaker Pro User’s Guide ODBC and JDBC You can exchange FileMaker Pro data with ODBC- and JDBC-compliant applications. For example, you can chart FileMaker Pro data in Microsoft Excel.
Chapter 5 | Sharing and exchanging data 117 About updating matching records You can update matching records and fields in your target file with data from another file. 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 target file by choosing one or more match fields in each file.
FileMaker Pro User’s Guide 7. Accept the table shown in the Target drop-down list, or select New Table to create a table with the same schema as the source table. 8. Select the type of import to perform. See “Methods of importing data into an existing file” on page 116. 9. Map the fields in the source file to the fields in the target file.
Chapter 5 | Sharing and exchanging data 119 About the exporting process You can export FileMaker Pro data to a new file, then open it in another application. The basic steps for exporting records are: 1. Open the FileMaker Pro file and display a layout that shows the records you want to export. 2. Find and sort the records to export. See “Finding records” on page 30 and “Sorting records” on page 42. 3. Choose File menu > Export Records. 4.
FileMaker Pro User’s Guide Working with external data sources You can define data sources in a FileMaker Pro file to access data from: 1 other FileMaker Pro files 1 SQL databases that use ODBC technology for sharing information When you define data sources in FileMaker Pro files, current data from external databases is displayed in your files. You can use FileMaker Pro to add, edit, delete, search, and sort data in the external files.
Chapter 5 | Sharing and exchanging data 121 Publishing databases on the web With FileMaker Pro, you can use Instant Web Publishing to publish your databases in a web browser, allowing users to find, browse, and modify data in the database. Using Instant Web Publishing with FileMaker Pro accounts and privilege sets, you can make your web databases secure. Note FileMaker Pro Instant Web Publishing supports the sharing of files with up to 5 concurrent users.
FileMaker Pro User’s Guide
Chapter 6 Protecting databases This chapter describes the basics of how to restrict what users can see and do in a FileMaker Pro file.
FileMaker Pro User’s Guide You can define privileges in a shared file while clients are using it. Any privilege changes that affect a current client do not take effect until the client closes and reopens the file. The privileges that you set up apply to a single file only and all database tables within that file. If your database solution consists of multiple files that you want to protect, you may want to combine all of these files into one multi-table file.
Chapter 6 | Protecting databases 125 Extended privileges Extended privileges determine the data sharing options that are permitted by a privilege set, such as whether a privilege set permits users to open a shared file or view a database in a web browser. The following table lists the default extended privileges that are available.
FileMaker Pro User’s Guide Guest account The Guest account permits users to open a file without specifying any account information. The Guest account is not assigned a password. By default, the Guest account is assigned the Read-Only Access privilege set, but you can assign any privilege set you want to the Guest account. Initially, the Guest account is inactive, which disables the guest option in the password dialog box and prohibits users from opening files as a guest.
Chapter 6 | Protecting databases 127 You must have Allow Printing privileges to save records as a PDF file. You must have Allow Exporting privileges to export records as a Microsoft Excel or Excel 2007/2008 worksheet. For more information about saving records as PDF or Excel files, see “Saving and sending data in other formats” on page 114.
FileMaker Pro User’s Guide 3. Decide if you want to enable the Guest account, which permits users to open the file without specifying account information. 4. Create the privilege sets that you need in the file. 5. Determine if you need to enable any extended privileges for certain privilege sets. Don’t enable extended privileges unless they’re needed. 6. Create the accounts you need in the file, and assign the appropriate privilege set to each account. For more information, see the next section.
Chapter 6 | Protecting databases 129 Creating accounts and privilege sets Accounts specify account names and (usually) passwords for a file. When a user opens a file that contains accounts, a dialog box prompts the user to enter account information. When a user opens a file with a correct account name and password, the privilege set assigned to that account determines what the user can do in that file.
FileMaker Pro User’s Guide Creating accounts You can create accounts for every individual who accesses a file, or create fewer accounts that are shared among many individuals, such as a “Marketing” account and a “Sales” account. You must assign a privilege set to each new account. To create an account: 1. Choose File menu > Manage > Security. 2. In the Accounts tab, click New. 3. In the Edit Account dialog box, for Account is authenticated via, choose FileMaker.
Chapter 6 | Protecting databases 131 5. To force the account users to choose a new password the first time they log in, choose User must change password on next login. In most cases, an account that is shared by multiple users should not force a password change upon first login. Instead, you should specify a password and provide it to the users that need it.
FileMaker Pro User’s Guide 6. For Privilege Set, choose the privilege set you want to use with this account. The privilege set assigned to the account determines what the externally authenticated group members can do in the database file. You can choose an existing privilege set, or choose New Privilege Set and create a new one. For more information, see the next section. 7. For Description, enter a description of the account (optional). 8. Click OK. 9. In the Manage Security dialog box, click OK. 10.
Chapter 6 | Protecting databases 133 About enabling record-level access You can set individual record access for each table. For example, the privilege set can limit the ability to: 1 View, edit, create, or delete all or certain records within each table. 1 Access or modify certain fields within each table. You can only set record access privileges for tables defined in the current file.
FileMaker Pro User’s Guide Authorizing access to files As part of your overall security plan, you can control whether other FileMaker Pro files are permitted to access the schema in a file (including its tables, layouts, scripts, and value lists) in your secured solution. When protection is enabled, any use of the protected file through a FileMaker data source will require authorization. Therefore, in a multi-file solution, you will need to authorize the other files.
Chapter 6 | Protecting databases 135 Security measures Be sure that your database files, host computers, workstations, and the networks that access them are safe from theft and corruption.
FileMaker Pro User’s Guide Establishing network security Databases shared on an intranet or the internet use the TCP/IP protocol. You may also use the TCP/IP protocol when you share databases peer-to-peer, or with FileMaker Server. Though TCP/IP is good for moving data and allowing clients to connect to your data, it was not designed with security as a primary objective.
Chapter 6 | Protecting databases 137 1 Plan for redundancy. If the power goes off, a universal power supply (UPS) should sustain power for at least 15 minutes, enabling you to safely close all files. If the power can’t be restored in a timely fashion, consider using a generator to supply power to servers. Also consider power sources for routers and firewalls.
FileMaker Pro User’s Guide This situation also applies to files that FileMaker Server uses as backup targets. If the backup file is being scanned by antivirus software when a scheduled backup occurs, the destination file might be locked. This causes the backup process to fail, which may result in data loss. This same data loss issue applies when an open, non-shared FileMaker Pro database file is scanned by antivirus software.
Chapter 7 Converting databases from FileMaker Pro 6 and earlier Because FileMaker Pro versions 7, 8.x, 9, 10, and 11 all share the same file format, FileMaker Pro 11 can open FileMaker Pro versions 7, 8.x, 9, and 10 files without converting them. You can even use FileMaker Pro 11 files with FileMaker Pro version 7, 8.x, 9, or 10 (except for a protected file; see below). However, new features might not work as expected when you open the file in an earlier version.
FileMaker Pro User’s Guide You can convert a single file or convert multiple files at once: 1 Use the single-file conversion method for standalone database files that don’t display related data from other files. For more information, see Help. 1 Use the multi-file conversion method to convert all the files in a relational database. For more information, see Help. Solving basic conversion problems Here are some suggestions for correcting problems that could occur during conversion.
Chapter 7 | Converting databases from FileMaker Pro 6 and earlier 141 QuickTime support You may notice the following differences when you work with QuickTime in FileMaker Pro 11: 1 You can drag QuickTime movies between container fields, but you cannot drag QuickTime movies to the desktop. When you drag a QuickTime movie, you see the outline but not the movie poster.
FileMaker Pro User’s Guide
Index Symbols A ! 37 – 57 " 57, 62 " " 31, 33, 34 # 33 $ 57 & 57 ( 57, 62 ) 57, 62 * 33, 37, 57 + 57, 113 , 57 ... 36 / 57 // 35 : 57 :: 57 ; 57 < 36, 57 <= 36 = 34, 37, 57 == 34 > 36, 57 >= 36 ? 35 @ 33 [ 57 ] 57 ^ 57 _ 57 } 57 ~ 34 ≤ 36, 57 ≥ 36, 57 ≠ 57 Access privileges.
FileMaker Pro User’s Guide Authorizing files 13, 134 Auto Enter 65 Auto-complete 83 Automating tasks.
| D Data charting 92 described 15 entering automatically 25, 65 exporting 114 formatting 78 importing 114 privileges for sharing 124 view as form, list, table 22 viewing in Table View 29 Data entry 27, 65–68 Data Entry Only privilege set, described 126 Data sources described 120 fixing FileMaker references 19 Data types See also Field types and calculation results 63 Database locks.
FileMaker Pro User’s Guide Exchanging files exporting 114, 119 importing 114 relational databases 95 with other applications 114 Exporting See also Exchanging files described 114 file formats 114 formatting 119 Extended privileges described 124 viewing 133 External data sources 120 External Server account 124, 131 F False result 35, 58, 67, 87 Favorite files 19 Field behavior 27, 90 Field content match 34 Field definitions copying 20 creating and changing 59 deleting 60 Field labels 82 Field names 57
| Files accounts 124 authorizing access for 134 authorizing access to protected files 13, 134 backing up 49 cloning 20 closing 20 converting 139 copying 20 creating 55, 56 described 16 duplicating 20 exporting to 119 opening 17 opening across platforms 19 planning 51 privilege sets 124 protecting 123 remote 18 saving 20 shared on web 121 planning security 127 templates, described 55 Filtering records in portals 105 Find mode, described 21 Find requests See also Finding records adding new 38 broadening crite
FileMaker Pro User’s Guide Fraction of Total for summary fields 64 Full Access privilege set, described 126, 134 Functions 62 Furigana field option 60 G Global storage options 68 Grand summaries, described 92 Graphics, formatting fields for 89 Groups.
| Layouts adding fields 81 Blank 74 charting data 92 columns changing width 76 setup 75 creating 70 described 11, 70 Envelope 75 fields displaying 11, 70 dragging onto layout 82 merge 76 placing 81 placing related 84 removing 83 selecting 80 form layout 72 form view 22 Labels 74 List view 73 managing layouts and layout folders 71 Mode pop-up menu 21 printing 44 Report 74 Standard form 72 tabbed panels on 71 Table view 73 tools 77 types 72 Vertical labels 74 vertical labels 74 Leader, setting character for p
FileMaker Pro User’s Guide Networks cross-platform 13, 109 FileMaker Server 109 New Layout/Report assistant, described 71 Non-shared files 128 Number fields See also Fields described 58 entering and editing values in 27 finding 35 formatting 86 Numbers formatting 86 invalid 35 O Objects, layout aligning to other objects 78 described 77 formatting 78 locked 80 positioning 78 selecting 80 setting auto resize options 79 ODBC overview 115, 116 using FileMaker as client described 120 supplemental fields 6
| Primary keys. See Match fields Print area, viewing 43 Printing Asian text 89 blank records 44 described 43 envelopes 45 information about database 48 labels 45 previewing 43 records 44 records in columns 75 scripts 47 setting up 45 Privilege sets Data Entry Only 126 defining 132 described 124 Full Access 126, 134 predefined 126 Read-Only Access 126 viewing 129 Protecting files.
FileMaker Pro User’s Guide Related tables described 97 planning 51 Relational databases described 16, 95 match fields described 97 planning 98 planning 51, 102 portals 97 related tables described 97 planning 51 terminology 97 Relational operators 97, 101, 104 Relationships See also Relational databases changing 104 comparative 101 creating 103 described 97 multi-criteria 100 planning 54 returning range of records 101 self-joining 102 single-criteria 99 types 99 Relationships graph 98 creating relation
| Sorting records 34, 42 records in Table View 30 related records 105 Sound files 58 Standard Deviation for summary fields 64 Standard form layout See also Layouts described 72 Starter Solutions. See Templates Status toolbar 22, 77 Stopping lookups 107 Stored results 68 Strict data type 67 Strings, text. See Text, literal Subforms. See Portals Subsummaries See also Reports; Summary fields creating reports 74 parts, described 92 printing 43, 44 Subtotals.
FileMaker Pro User’s Guide Text fields described 58 entering and editing values in 27 Text notes, in relationships graph 103 Time fields described 58 entering and editing values in 28 Times finding 35 formatting 88 invalid 35 Timestamp fields described 58 entering and editing values in 28 four-digit years 28 Timestamps, formatting 88 Title headers and footers, described 91 Today’s date, finding 35 Tools Field tool 82 Field/Control tool 82 selection tool 80 status toolbar 22 Total for summary fields 63
