User manual

Previewing and printing information 4-3
Preparing to print layouts with subsummaries
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).
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.
When you’re using individual sheets of labels:
1. Measure the distance from the top of the label paper to the top of
the first row of labels.
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:
1 how many records fit on a printed page
1 how the pagination settings you choose affect page breaks (see
“Defining page breaks and numbering” on page 6-29)
1 subsummary parts with calculated summary fields (see “Viewing
or printing subsummary or grand summary data” on page 6-28)
1 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)
1 the page margins you define (see “Specifying page margins” on
page 7-21)
1 how fields set with sliding options close up blank space (see
“About removing blank space from printed data” on page 7-22)