User manual
Table Of Contents
- Chapter 1 Introducing FileMaker Pro
- Chapter 2 Using databases
- About database fields and records
- Opening files
- Opening multiple windows per file
- Closing windows and files
- Saving files
- About modes
- Viewing records
- Adding and duplicating records
- Deleting records
- Entering data
- Working with data in Table View
- 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 records from a found set and viewing hidden records
- Finding and replacing data
- Sorting records
- Previewing and printing databases
- Automating tasks with scripts
- Backing up database files
- Setting preferences
- Chapter 3 Creating databases
- Planning a database
- Creating a FileMaker Pro file
- Creating and changing fields
- Setting options for fields
- Creating database tables
- Creating layouts and reports
- Setting up a layout to print records in columns
- Working with objects on a layout
- Working with fields on a layout
- Working with parts on a layout
- Displaying data in charts
- Chapter 4 Working with related tables and files
- Chapter 5 Sharing and exchanging data
- Sharing databases on a network
- 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 updating existing records
- About updating matching records
- About the importing process
- Converting a data file to a new FileMaker Pro file
- About the exporting process
- Working with external data sources
- Publishing databases on the web
- Chapter 6 Protecting databases
- Protecting databases with accounts and privilege sets
- Creating accounts and privilege sets
- Viewing extended privileges
- Authorizing access to files
- Security measures
- Enhancing physical security
- Enhancing operating system security
- Establishing network security
- Backing up databases and other important files
- Installing, running, and upgrading antivirus software
- Chapter 7 Converting databases from FileMaker Pro 6 and earlier
- Index
114 FileMaker Pro User’s Guide
Importing and exporting data
You can exchange information between FileMaker Pro and other applications by importing and exporting
data. You can:
1 import data into an existing FileMaker Pro file, either into a new table or into an existing table
1 convert data from other applications to new FileMaker Pro files
1 export data for use in other applications
Saving and sending data in other formats
You can save FileMaker Pro data as a Microsoft Excel or Excel 2007/2008 worksheet or a PDF file, allowing
you to give your record data to users who don’t have FileMaker
Pro.
FileMaker Pro lets you email the Excel worksheet or PDF file when you save it. You can also create scripts
to save records as Excel or PDF.
In order to save files as Excel, you need the Allow Exporting Access privilege. To save files as PDF, you need
the Allow Printing Access privilege.
Note The saved file will only include fields that are on the layout when you perform the save. If you want to
include other fields (for example, fields on tab panels that are not in front), use the Export Records command
instead of Save/Send Records As.
Sending email messages based on record data
You can use FileMaker Pro to send one message, or multiple, messages, to one or more recipients.
Generated email is sent using your default email application or directly through SMTP (Simple Mail
Transfer Protocol, a set of criteria for sending and receiving email). You can enter values, or use values from
fields or calculations. You can also create scripts to send email.
For more information, see Help.
Supported import/export file formats
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, followed by their filename extensions:
Microsoft Excel (.xls, .xlsx), tab-separated text (.tab, .txt), comma-separated values (.csv, .txt),
FileMaker
Pro 7 (.fp7), Merge (.mer), HTML table (.htm), and XML (.xml). If you’re exchanging data with
another program, check the documentation that came with that program to determine a common
intermediary file format that both FileMaker
Pro and the other program support.
Most file formats support data conversion only and do not import or export formatting such as font, size,
style, and color.
For information about file formats and the versions FileMaker Pro can import and/or export, or about
importing from sources such as XML, a digital camera (Mac
OS), or Bento (Mac OS), see Help.
Setting up recurring imports
You can set up a FileMaker Pro file to automatically update data imported from another application, such as
Microsoft Excel. A recurring import occurs automatically the first time you view the layout containing the
data from the external file. Later, you can run a script to update data.