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
Chapter 2
Using databases
This chapter explains the basics of how to:
1 open, close, and save files
1 create records in a database
1 add and edit data in fields
1 find records using different criteria
1 omit records from the found set
1 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.
Note Some procedures refer to using a shortcut menu. To display a shortcut (or context) menu, right-click
an object or area to see a list of commands. If the mouse for your Mac computer doesn’t have multiple
buttons, Control-click to display the shortcut menu. (On the Mac, you can change your mouse configuration
in System Preferences.)
About database fields and records
A database is a collection of information, or data, that you can organize, update, sort, search through, and
print as needed. Unlike an electronic spreadsheet, which is used to tabulate and calculate data stored in the
cells of a rectangular table, a database is a collection of knowledge tied together by a schema that describes
the organization of database tables, their fields, and the relationships between the fields and tables.
Certain tasks are better suited to each of these important business productivity tools. Spreadsheets are best
used for tasks such as maintaining a business ledger, where data needs to be recorded and calculated, but not
presented or analyzed in multiple formats. Databases are best for tasks such as inventory control, where you
need to track consumption and losses and generate reports on inventory status over time. An inventory
database can sort and report on inventory information in many ways, allowing you to analyze data by item
type, by sales figures, by monthly consumption, and so on.
Your own address book or filing cabinet is an example of a simple 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.