FileMaker Pro 7 Tutorial © 2004 FileMaker, Inc. All Rights Reserved. FileMaker, Inc. 5201 Patrick Henry Drive Santa Clara, California 95054 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. 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. All persons and companies listed in the examples are purely fictitious and any resemblance to existing persons and companies is purely coincidental. Credits are listed in the Acknowledgements document provided with this software. For more information, visit our web site at www.filemaker.com. Edition: 01 Contents Lesson 1 FileMaker Pro basics How to use this tutorial We begin with a demonstration We explain how it works You build the structures Where to find the lesson files If you need to start over Database concepts What is a database? Why use a database? How is a database organized? How is field data displayed? FileMaker Pro basics About FileMaker Pro modes For more information 7 7 7 7 7 8 8 8 8 8 9 9 9 9 Narrow your search Sort your found set For more information 18 18 19 Lesson 4 Creating a database and entering records Create a simple database and define fields Look at the sample file About field definitions Create a database Enter data into the database Create the first record Create another record Modify data in a record For more information 21 21 22 22 23 23 23 23 23 Lesson 2 Browsing information Open a database and move between records View information in different ways See a different layout View your layouts as forms, lists, and tables For more information 11 11 12 13 14 Lesson 5 Customizing what you see Customize your view in Layout mode Look at the sample layouts About layouts and tables About customizing layouts Customize a layout Resize, move, and add a field Select and resize a field Move a field Add a field Display a number as currency Add color to a layout part Add custom text to a layout Add text 25 25 26 26 26 26 26 26 27 27 28 29 29 Lesson 3 Finding and sorting records Find records based on criteria in a single field Find records based on criteria in separate fields Find records that match multiple criteria in the same field Find records that match a range of criteria in the same field 15 16 16 17 4 Contents Change text size and color Add a graphic to the layout For more information 29 29 30 Lesson 8 Automating tasks with buttons and scripts Perform a task using a button Look at a sample button Create the button Perform a series of tasks using a script Run a script in the sample file About scripts Create a script to preview the Labels Layout Assign a script to a button For more information 43 43 43 44 44 44 44 45 46 Lesson 6 Creating lists, mailing labels, and form letters Create a columnar list Look at the sample list Create a columnar list Create mailing labels Look at the sample labels About label layouts Create a label layout Create a form letter Look at the sample letter About form letter layouts Create a form letter For more information 31 31 31 32 32 32 32 33 33 34 34 36 Lesson 9 Creating and running reports Generate a report with grouped data Look at a sample report About subsummary reports Create a subsummary report Generate a report with grouped data and totals Look at a sample report Create a report with grouped data and totals For more information 47 47 48 48 50 50 51 53 Lesson 7 Simplifying data entry Enter data using value lists Look at the sample value list Define a value list Assign a value list to a field and display it as radio buttons Generate values with a calculation field See how calculations speed data entry Create a calculation field Test your calculation Automatically enter a serial number Look at a serial number example Create a field for serial numbers For more information 37 37 37 38 38 39 39 40 40 40 41 41 Lesson 10 Making databases relational View data from one related record See how relationships work in the sample files About related tables Display a related record in a file View data from a list of related records Work with related records in the sample file About working with lists of related records Display a list of related records For more information 55 55 56 56 57 57 58 58 60 Contents 5 Lesson 11 Keeping your data safe How to back up your database When to back up For more information 61 61 61 6 Contents Lesson 1 FileMaker Pro basics Welcome to the FileMaker® Pro tutorial. This tutorial shows you how you can manage your information in FileMaker Pro. You will learn how to use FileMaker Pro software to: Files included with this tutorial are intended to illustrate the features of FileMaker Pro, and as such, might be unsuitable for use as templates for further development. 1 1 1 1 1 1 locate and sort information create and enter records in a simple database create mailing labels create calculations, buttons, and scripts create and run reports create relationships between FileMaker Pro database tables We begin with a demonstration To show you the goal of each lesson up front, we guide you through a sample file that illustrates a feature or concept. This way, you will always know a lesson's objectives. We explain how it works As we introduce new techniques and concepts, we will explain how to use them in other situations. It takes approximately four hours to complete this tutorial, which can be done in one session or several shorter sessions. You build the structures How to use this tutorial These lessons are based on the membership database of a fictitious travel firm, The Corporate Travelers Club. Corporate travelers who are members of this club save their businesses money on travel costs, and the club's expenses are offset by an annual membership fee. FileMaker Pro is used to track the members' names, addresses, and membership status, as well as to generate labels and form letters to contact members. It's best to complete these lessons sequentially, as the concepts introduced in early lessons are assumed to be understood in later lessons. However, because the lessons are self-contained, it's possible to skip lessons entirely, or to complete them later if desired. This tutorial assumes that you are familiar with your computer's operating system. Opening files, locating folders, and other activities that require some knowledge of your computer's OS are a necessary part of completing this tutorial. Because using FileMaker Pro is the most effective way to learn the application, each lesson features a hands-on activity designed to guide you through menus, screens, and concepts step by step. Where to find the lesson files If the tutorial files were installed, they are in: FileMaker Pro 7 folder\English Extras\Tutorial The tutorial files are also on the FileMaker Pro 7 CD: FileMaker Pro 7 CD\English Extras\Tutorial Important If the files are not installed, you must copy the Tutorial folder from the CD to your hard drive before beginning this tutorial. The sample files illustrate the concepts explained in the lessons, and let you see how features work before you build them. Refer back to the sample file associated with each lesson if you need to. 8 FileMaker Pro Tutorial The working files mimic the sample files, except the features being taught in particular lessons have been removed. You will add these missing items and structures as you complete each lesson. Database concepts What is a database? A database is a method of organizing and analyzing information. You've probably used several databases recently without realizing it. A date book, a parts list, and even your own address book are databases. Overview of the FileMaker Pro Tutorial folder structure or FileMaker Pro 7 CD FileMaker Pro 7 folder Why use a database? Storing information in a database file has many benefits. A database doesn't just hold information--it helps you organize and analyze the information in different ways. For example, databases allow you to group information for reports, sort information for mailing labels, count your inventory, or find a particular invoice. Computerized databases offer many additional advantages over their paper-based counterparts: speed, reliability, precision, and the ability to automate many repetitive tasks. English Extras Tutorial How is a database organized? A database file is organized into one or more tables. Tables store records. Each record is a collection of fields. Sample Files Sample02.fp7 Sample03.fp7 Sample04.fp7 Sample05.fp7 Sample06.fp7 Sample07.fp7 Sample08.fp7 Sample09.fp7 Sample10.fp7 Working Files MyFile05.fp7 MyFile06.fp7 MyFile07.fp7 MyFile08.fp7 MyFile09.fp7 MyFile10.fp7 Imagine your address book is a FileMaker Pro database file. Each listing in your address book is one record in an Address Book table. Each record has information, such as name, address, city, and so on. Each of these pieces of information--name, address, and city--is stored in a separate field. How is field data displayed? FileMaker Pro displays fields on layouts. Each layout is based on a single table, and displays records from that table. If you need to start over If you make a mistake or need to start over, replace your existing Tutorial folder with a new copy from the FileMaker Pro 7 CD. FileMaker Pro basics 9 Imagine that your database has a Tasks table in addition to the Address Book table. A layout based on the Address Book table will display fields and records from the Address Book table. A layout based on the Tasks table will display fields and records from the Tasks table. Current mode (Browse) Mode buttons Name of layout Filename FileMaker Pro basics Unlike most word processing or spreadsheet programs, FileMaker Pro saves your work automatically. Consequently, it's important to carefully consider your actions when making sweeping changes to your files, especially when deleting records. Once records are deleted, they are completely removed from your database. As you will learn in lesson 11, you should back up your files on a regular basis. Backups can save you many hours of unnecessary work and worry in the event that your files become lost or damaged, or records are inadvertently deleted. Number of the current record Fields About FileMaker Pro modes When you work in FileMaker Pro, you work in one of four modes. For more information For more information on FileMaker Pro basic concepts, see chapter 1 of the FileMaker Pro User's Guide. You can also find comprehensive information about procedures and concepts in FileMaker Pro Help. To access FileMaker Pro Help: Choose Help menu > FileMaker Pro Help. Use Layout mode to specify how information will appear on the screen or when you print it. Use Preview mode to see what the pages will look like when you print them. Once you have opened a database, you can switch from one mode to another using either the View menu, mode buttons, or the mode popup menu at the bottom of the application window. 1 1 1 1 Use Browse mode to enter data and view records. Use Find mode to locate a record or a group of records quickly. 10 FileMaker Pro Tutorial Lesson 2 Browsing information You view, enter, or change data in Browse mode. This is the simplest way to interact with your database. In this lesson you will: In the status area, notice that there are 30 records and that the first record is displayed. 1 1 1 1 open a database with data already in it move between records view information in different ways by switching layouts see the difference between form view, list view, and table view Book icon Slider Record currently displayed Number of records Important Copy the Tutorial folder to your hard drive or verify that it is installed before beginning this lesson. See "Where to find the lesson files" on page 7 for more information. Status area Open a database and move between records To open the sample database for this lesson: 1. Open the Tutorial folder on your hard drive. 2. Open the Sample Files folder. 3. Open Sample02.fp7. 4. Notice that the database is in Browse mode. FileMaker Pro 5. Click the right page of the book icon to move forward one record at a time, and click the left page to move back one record at a time. 6. Drag the slider to the right and release to move forward a number of records at one time. Drag the slider to the left and release to move backwards a number of records. You can also type a record number in the area immediately below the book icon to change the current record displayed. defaults to Browse mode when a database is opened. The current mode is identified at the top of the status area View information in different ways Even though you enter information only once in FileMaker Pro, you can use that information in many ways. Layouts let ...