FileMaker Pro 8 Bible

by Cohen, Dennis R.; Schwartz, Steven A.

• ISBN13: 9780471777083
• ISBN10: 0471777080
• Edition: CD
• Format: Paperback
• Copyright: 2006-02-27
• Publisher: Wiley

Summary

Track information crucial to your business with the new FileMaker Pro 8 database software and the latest edition of this comprehensive guide. From capturing customer data, automating employee records, or linking databases, to tracking your own investments or home inventory, find out how to set up the FileMaker Pro database you need to classify important information and improve productivity. This valuable reference provides clear step-by-step explanations and examples for beginners as well as experienced database users, for both Windows and Macintosh. Inside, you'll find complete coverage of FileMaker Pro 8 * Get the "Big Picture" on FileMaker Pro for business and home * Understand basic operations for both Windows(r) and Macintosh(r) platforms * Define fields, set up scripts, and create new databases * Master standard forms, columnar lists, and other layouts * Create, enter, edit, and sort records * Generate summary statistics across records * Learn how to use ScriptMaker to automate FileMaker * Exchange data between programs such as Microsoft(r) Excel(r) * Publish or share data on the Web or company intranet * Import and export XML Bonus CD-ROM includes * Trial version of FileMaker Pro 8 for Windows and Mac * Templates * Plug-in tools

Author Biography

Dennis R. Cohen (Sunnyvale, CA) is a computer industry writer, tech reviewer, and co-author of 15 books. Dennis has been involved in database implementation and design for almost 30 years and was a senior software engineer at Claris Corp. (now FileMaker, Inc), working on FileMaker Pro, dBASE III, dBASE Mac, and ClarisImpact. Dennis uses FileMaker extensively.

Steven A. Schwartz (Lake Havasu City, AZ) is an author, consultant, and FileMaker guru. During the past 20 years, he has written hundreds of articles for more than a dozen computer magazines. He is the author of over 40 books.

Table of Contents

Preface	ix
Acknowledgments	xv
Part I: The Fundamentals	1	(62)
What Is a Database?	3	(18)
Paper Databases versus Computer Databases	5	(3)
Limitations of paper databases	6	(1)
Advantages of computer databases	6	(2)
When should you use a database program?	8	(1)
Flat-File and Relational Databases	8	(2)
Introducing FileMaker Pro	10	(7)
FileMaker concepts	11	(6)
Getting ``The Big Picture''	17	(2)
Business uses for FileMaker Pro	17	(1)
Home uses for FileMaker Pro	18	(1)
Summary	19	(2)
FileMaker Pro Basic Operations	21	(30)
Starting Up	21	(6)
Quitting	27	(1)
File-Handling Procedures	27	(12)
Opening, creating, and closing databases	27	(3)
Saving files	30	(2)
Making a backup copy of a file	32	(3)
Automatic backups	35	(4)
Issuing Commands	39	(2)
Using Tools and Palettes	41	(4)
Using Toolbars	45	(1)
Getting Help	46	(3)
Help for Windows users	46	(2)
Help for Macintosh users	48	(1)
Summary	49	(2)
What's New in FileMaker Pro 8?	51	(12)
The FileMaker Pro 8 Product Family	51	(1)
Changes Introduced in FileMaker Pro 8	52	(5)
Operating system requirements	53	(1)
Database design enhancements	53	(1)
Layout enhancements	53	(2)
Data entry enhancements	55	(1)
Data sharing enhancements	56	(1)
ScriptMaker enhancements	56	(1)
Advanced enhancements	56	(1)
Changes Introduced in FileMaker Pro 7	57	(6)
Operating system requirements	57	(1)
File format changed	57	(1)
Multiple tables per file	58	(1)
New relational model	58	(1)
New Database Definition dialog and Field options	58	(1)
New Accounts methodology eliminates groups	58	(2)
New calculation features	60	(1)
ScriptMaker enhancements	61	(1)
Enhanced Instant Web Publishing (IWP)	61	(1)
Unicode support	61	(1)
New and updated templates	61	(2)
Part II: Database Design Basics	63	(196)
Creating Your First Database	65	(56)
Step 1: Create a New Database	67	(1)
Step 2: Define Fields	68	(5)
Step 3: Set Field Options	73	(1)
Step 4: Design the Layout	74	(22)
Creating a new layout	75	(3)
Setting field attributes	78	(1)
Text attributes	78	(2)
Placing the fields	80	(11)
Adding the finishing touches	91	(5)
Step 5: Design the Home Tab	96	(9)
Step 6: Create the Data Entry Buttons and Scripts	105	(5)
The script definition process	105	(1)
The Data Entry layout scripts	106	(4)
Step 7: Design a Report Layout	110	(7)
Resizing the fields	114	(1)
Formatting the header	115	(1)
Formatting the footer	115	(1)
Modifying the Business Phone Directory script	116	(1)
Generating a report	117	(1)
Step 8: Set Startup Actions	117	(2)
Tips for Using the Database	119	(1)
Summary	120	(1)
Defining Fields	121	(54)
Setting Field Definitions	121	(22)
All about field types	124	(10)
Defining Calculation, Summary, and Global fields	134	(4)
Understanding summary functions	138	(5)
Setting Field Options	143	(24)
Auto-enter options	145	(9)
Data validation options	154	(3)
Repeating fields	157	(2)
Value lists	159	(5)
Indexing and storage options	164	(3)
Modifying Field Definitions, Names, and Options	167	(6)
Changing field names	167	(1)
Deleting a field and its data	168	(2)
Duplicating fields	170	(1)
Setting options for existing fields	170	(1)
Changing a field's type	171	(1)
Changing or deleting options for a field	172	(1)
Summary	173	(2)
Layouts	175	(68)
Layout Basics	176	(3)
Creating New Layouts	179	(21)
Standard form layouts	181	(2)
Columnar list/report layouts	183	(4)
Creating a complex columnar report	187	(3)
Table View layouts	190	(2)
Label layouts	192	(5)
Vertical Label layouts	197	(1)
Envelope layouts	197	(3)
Blank layouts	200	(1)
Designing Your Own Layouts	200	(22)
Understanding layout parts	200	(3)
Adding a layout part	203	(2)
Modifying layout parts	205	(3)
Adding Items to a layout part	208	(14)
Formatting Fields and Other Objects	222	(14)
Using the measurement and alignment tools	222	(3)
Moving and resizing fields and objects	225	(1)
Setting field formatting	225	(9)
Adding and modifying text	234	(1)
Duplicating formats	235	(1)
Applying the finishing touches	235	(1)
Duplicating, Renaming, Reordering, and Deleting Layouts	236	(5)
Duplicating a layout	238	(1)
Reordering layouts	239	(1)
Renaming a layout	240	(1)
Deleting a layout	240	(1)
Summary	241	(2)
Setting Preferences	243	(16)
Setting FileMaker Pro 8 Preferences	243	(7)
Setting General preferences	245	(1)
Setting Layout preferences	246	(2)
Setting Memory preferences	248	(1)
Setting Plug-Ins preferences	249	(1)
Setting Fonts preferences	250	(1)
Setting Document-Specific Options	250	(7)
Open/Close file options	251	(1)
Spelling file options	252	(2)
Text file options	254	(2)
Graphics file options (Mac only)	256	(1)
Summary	257	(2)
Part III: Working with Databases	259	(144)
Working with Records	261	(38)
Browse Mode Basics	261	(11)
Switching to Browse mode	262	(1)
Using Browse mode controls	262	(8)
Working in different views	270	(2)
Data Entry and Editing	272	(24)
Creating new records	272	(1)
Entering data	272	(21)
Editing records	293	(2)
Deleting records	295	(1)
Using the spell checker	296	(1)
Summary	296	(3)
Searching for and Selecting Records	299	(28)
Find Mode Basics	299	(3)
Switching to Find mode	300	(1)
Using Find mode tools and functions	300	(2)
Finding Records	302	(7)
Matching all criteria: AND searches	303	(1)
Using symbols in search criteria	304	(1)
Matching one criterion or another: Or searches	305	(1)
Matching different kinds of text	306	(3)
More about Find Requests	309	(2)
Creating additional Find requests	309	(1)
Repeating and editing Find requests	310	(1)
Deleting Find requests	310	(1)
Matching Special Items	311	(4)
Matching values in a range	311	(1)
Matching the current date	312	(1)
Searching for empty fields	312	(1)
Searching for values greater or less than a given value	313	(1)
Searching for duplicate records	314	(1)
Searching for invalid information	314	(1)
Finding records that don't match the criteria	315	(1)
Working with Found Records	315	(10)
Omitting records from a found set	316	(1)
Swapping found sets with omitted records	317	(1)
Extending and constraining the found set	318	(1)
Copying found sets	319	(1)
Deleting found sets	319	(1)
Replacing values in a found set	320	(5)
Working with all records again	325	(1)
Finding Matches in Browse Mode	325	(1)
Summary	326	(1)
Sorting Records	327	(22)
About Sorting	327	(4)
Creating a Sort Order	331	(7)
Sorting on one field	334	(2)
Sorting on multiple fields	336	(2)
Modifying Sort Specifications	338	(1)
Sorting Data in Portals	338	(3)
Additional Sort Options	341	(6)
Using a value list to set a sort order	341	(1)
Setting an international sort order	342	(1)
Sorting by Summary fields	343	(4)
Unsort: Restoring the original record order	347	(1)
Summary	347	(2)
Reports	349	(12)
Report Design Essentials	349	(7)
Designing a report layout	350	(1)
Selecting records to include in the report	351	(1)
Sorting the found set	352	(1)
Printing or previewing the report	353	(3)
Modifying and Reusing Layouts	356	(4)
Working with layout parts	356	(1)
Duplicating a report layout	357	(1)
Transferring layouts between databases	358	(2)
Summary	360	(1)
Using the Spelling Checker	361	(20)
Setting Spell-Checking Options	362	(2)
Specifying Your Dictionaries	364	(1)
Checking Your Spelling	365	(5)
Spell checking on request	365	(4)
On-the-fly spell checking	369	(1)
Working with User Dictionaries	370	(6)
Creating a User Dictionary	370	(1)
Adding words to a User Dictionary	371	(3)
Merging User Dictionaries	374	(2)
Spelling Tips and Tricks	376	(3)
Creating a spelling list from an existing database	376	(3)
Restricting spelling checks to a subset of fields	379	(1)
Summary	379	(2)
Printing	381	(22)
The Steps in Printing	381	(18)
Step 1: Decide what to print	382	(5)
Step 2: Specify a printer and print settings	387	(6)
Step 3: Print	393	(5)
Step 4: Troubleshoot	398	(1)
Effective Printing Tips	399	(1)
Laser printers	399	(1)
Inkjet printers	400	(1)
Dot-matrix printers	400	(1)
Summary	400	(3)
Part IV: Putting FileMaker Pro to Work	403	(154)
Calculations and Computations	405	(20)
About Calculation Fields	405	(6)
Arithmetic operators	406	(1)
Logical operators	407	(1)
Comparison operators	408	(1)
Text operators	409	(1)
Creating an expression	410	(1)
Creating a Calculation Field	411	(2)
Using FileMaker Pro's Built-In Functions	413	(10)
Validation by Calculation	423	(1)
Calculation Logic	423	(1)
Summary	423	(2)
Automating FileMaker Pro	425	(86)
Using ScriptMaker	426	(8)
Listing scripts in the Scripts menu	429	(1)
Running a script	429	(1)
Modifying a script	430	(3)
Printing scripts	433	(1)
Importing scripts from other databases	433	(1)
Script Step Reference	434	(69)
Script step options	434	(2)
Script step definitions	436	(67)
Attaching a Script to a Button	503	(2)
Advanced Scripting Procedures	505	(5)
Decision-making in scripts	505	(1)
Using loops in scripts	505	(1)
Environment considerations	506	(1)
Executing other scripts from within a script	506	(1)
Using AppleEvents	507	(1)
Using AppleScript	508	(2)
Summary	510	(1)
Exchanging Data	511	(38)
Moving Data between Programs	511	(5)
About importing and exporting	512	(1)
Understanding file formats	513	(3)
Importing Data from Other Sources	516	(19)
Format selection	516	(1)
Data clean-up prior to importing	517	(9)
Opening a foreign data file to create a new database	526	(3)
Importing data from a digital camera (Mac only)	529	(3)
Importing data from a folder	532	(3)
Exporting Data	535	(3)
Format selection	535	(1)
Data clean-up	536	(1)
Exporting records	536	(2)
Moving Data Using Drag-and-Drop	538	(1)
Exchanging Data between Macs and PCs	539	(4)
Moving data to and from FileMaker Pro for Windows	539	(1)
Understanding the compatibility issues	540	(3)
Exchanging Data with Microsoft Office	543	(1)
Using Excel Data in FileMaker Pro	543	(3)
Saving FileMaker Pro Data to Excel	546	(1)
Summary	547	(2)
Creating and Using Templates	549	(8)
The FileMaker Pro 8 Templates	549	(2)
Installing a Template	551	(1)
Reinstalling a Fresh Copy of a Template	552	(1)
Saving a Database as a Template	553	(3)
Working with a New Template	556	(1)
Summary	556	(1)
Part V: Mastering FileMaker Pro	557	(98)
Linking Tables: Relationships and Lookups	559	(34)
Lookups versus Relationships	560	(13)
Going Relational with FileMaker Pro	573	(10)
Defining a relationship	574	(2)
Placing related fields in a layout	576	(4)
Self-joins	580	(3)
Working with Lookups	583	(7)
Defining lookup fields	585	(2)
Performing a relookup	587	(3)
Additional Relationship/Lookup Options and Requirements	590	(1)
Summary	591	(2)
Using FileMaker Pro in Workgroups	593	(24)
Running FileMaker Pro on a Network	593	(7)
Hosts and clients	595	(5)
Notes on cross-platform database sharing	600	(1)
Protecting Databases and Setting Privileges	600	(16)
Creating accounts	602	(4)
Record-level access privileges	606	(1)
Passing out accounts	607	(1)
Modifying accounts	607	(2)
Creating and deleting privilege sets	609	(3)
Working with a protected file	612	(4)
Summary	616	(1)
Web Publishing with FileMaker Pro	617	(16)
Publishing Methods and Views	617	(3)
Instant Web Publishing	620	(8)
Publishing a database with Instant Web Publishing	620	(5)
Testing your published database	625	(1)
Instant Web Publishing limitations	625	(1)
Interacting with a database published with Instant Web Publishing	626	(2)
Publishing Static Pages on the Web	628	(2)
Summary	630	(3)
Advanced Database Connectivity with XML and ODBC/JDBC	633	(12)
Exporting and Importing XML	634	(8)
Exporting XML data for use in other applications	634	(5)
Importing XML data into FileMaker Pro	639	(3)
FileMaker and ODBC/JDBC	642	(1)
Moral of the Chapter	643	(1)
Summary	644	(1)
Expanding FileMaker's Capabilities Using Plug-Ins	645	(10)
Plug-in Licensing and Use	646	(1)
Installing the Troi Plug-Ins	647	(1)
Plug-In Examples	648	(6)
Troi Dialog plug-in	649	(2)
Troi File plug-in	651	(3)
More Plug-Ins	654	(1)
Summary	654	(1)
Part VI: Developing Databases for Others to Use	655	(72)
Designing Databases for Others	657	(28)
Simplify the Interface by Using Menus	659	(3)
Creating a Navigation Menu	662	(2)
Providing Instant Access via Buttons and Scripts	664	(1)
Consider Screen Real Estate	664	(1)
Protecting a Template	665	(2)
Creating Help Systems for Your Databases	667	(15)
Suggested Help topics	667	(1)
Different approaches to providing help	668	(11)
More help with Help	679	(3)
Using FileMaker Pro 8 Advanced	682	(1)
Summary	682	(3)
Debugging Scripts	685	(6)
Introducing the Script Debugger	685	(1)
Using the Script Debugger	686	(3)
Summary	689	(2)
Generating Database Reports	691	(6)
Specifying a Database Design Report	692	(4)
Summary	696	(1)
Creating Custom Database Solutions	697	(30)
Working with Custom Functions	698	(6)
Defining a custom function	700	(2)
Invoking custom functions	702	(2)
Importing Tables from Other FileMaker Databases	704	(1)
Adding Tooltips to Your Layouts	704	(2)
Creating Custom Menus	706	(9)
Using the File Maintenance Command	715	(1)
Using the Developer Utilities	716	(8)
Planning for a runtime solution	720	(3)
Branding your layout themes	723	(1)
Summary	724	(3)
Part VII: Appendixes	727	(136)
Appendix A: Macintosh Keyboard Shortcuts	729	(12)
Appendix B: Windows Keyboard Shortcuts	741	(10)
Appendix C: FileMaker Pro Function Reference	751	(82)
Appendix D: Glossary	833	(20)
Appendix E: Resources	853	(6)
Appendix F: About the CD	859	(4)
Index	863