File Maker Pro
4.1
Windows and Macintosh

File Maker Pro 4.1 Reference

 

Where to find this software

The KeyServed version of FileMaker Pro is standard software in the public clusters and in faculty and staff offices. It may also be installed on student computers.

Installing FileMaker Pro 4.1

Macintosh

System Requirements:

  •  System 7.1 or later or Mac OS 8 or later
  • 8 MB RAM required (16 MB RAM recommended)

Installation:

If FileMaker Pro 4.1 is not on your Macintosh computer, you will need to download the program. Click here for installation instructions. Wellesley local network connections only.

Windows

System Requirements:

  • Windows 95, Windows 98 or Windows NT 3.51 or higher
  • 16 MB RAM
  • 66 MB of hard drive space (36 MB for installed application plus 30 MB extra hard drive space needed during installation)

Installation:

If FileMaker Pro 4.1 is not on your Windows computer, you will need to download the program. Click here for installation instructions. Wellesley local network connections only.
Getting Started

Macintosh

From the Apple menu select FileMaker Pro or Double-click on Macintosh HD then double-click on the FileMaker Pro 4.1 folder then double-click on the FileMaker Pro icon.

Windows

Run FileMaker Pro 4.1 by clicking on Start, then drag to Programs, FileMaker Pro 4.1, then the FileMaker Pro application icon.
How to Quit

Macintosh
  1. From the File menu choose Close when you are done with the database.
  2. From the File menu choose Quit when you are done with FileMaker Pro

Windows
  1. From the File menu choose Close when you are done with the database.
  2. From the File menu choose Exit when you are done with FileMaker Pro.

 

Basics

Using Graphics

Sorting and Finding Records

Scripts and Buttons

Defining Fields

Lookup Field

Working with Layouts

Sharing Files

Importing and Exporting Data

Basics

Creating a new database

  1. The database needs to be named immediately because all data is saved as you go along.
  2. Name each field you will need and select whether it will be text, numeric, date etc.
  3. Change modes by making your selection from the Mode menu.
  4. Browse mode is for entering data.
  5. Find mode lets you isolate certain records by setting criteria to be matched.
  6. Layout mode is for changing the fields and other elements of the layout.
  7. Preview mode shows you how the data will print.

 Navigating in a database

  1. Enter browse Mode.
  2. Use the tab key to move from one field to the next.
  3. To scroll through your records use the card file icon in the tool area. Click on the top card to move up one record at a time and the bottom card to move down, or drag the slider to move through the records more quickly.

 Creating a new record

  1. Enter browse mode.
  2. From the Mode menu choose New Record or type control-n (Windows) or apple-n (Mac).

 Deleting a record

  1. Enter browse mode.
  2. Click on the record you want to delete.
  3. From the Mode menu choose Delete Record.

Adding a new field in an existing database

  1. Enter layout mode.
  2. From the File menu choose Define Field.
  3. Type the desired field name and select the field type.

 Printing

  1. Enter preview mode to be sure the records will print as you want.
  2. Several records will be printed per page if they fit. If you want each record on its own page you can go into layout mode and pull down the dividers between the parts so that each record will fill more than half a page (only one will fit). Check in preview mode
  3. Enter browse mode.
  4. From the File menu choose Print.
  5. Note dialog box and look at choices of what will be printed. (e.g. records being browsed, current record) to be sure you print what you want. Then click Print (Mac) or OK (Windows).

 

Sorting and Finding Records

Sorting records

  1. Enter browse mode.
  2. From the Mode menu choose Sort.
  3. Click on the field you want to sort by, click on Move, click on Sort.

 Finding a subset of records

  1. Enter browse mode
  2. From the Mode menu choose Find. See find button in status area.
  3. Enter find criteria in field or fields, then click on Find.
  4. To find records with two search criteria in the same field (multiple find), enter first criterion. From the Mode menu choose New Request, enter second criterion and so on. Click Find.
  5. In the status area, "records number" remains the same but "found set" will indicate how many records match the find criteria.
  6. To look at all records again after doing a find command, enter browse mode and choose Find All from the Select menu.

 

Defining Fields

Defining a field which auto-enters the date

  1. Enter layout mode
  2. From the File menu choose Define Field
  3. Enter field name.
  4. Click Date bullet and click on Create.
  5. Click on Options.
  6. Select Creation Date. (In Windows, make sure the "the" checkbox is checked.)
  7. Click OK then Done.

 Setting up a field so it can't be modified

  1. Enter layout mode.
  2. Click on the field that you want to set up.
  3. From the Format menu choose Field Format.
  4. In behavior section, uncheck Allow Entry Into Field. Click OK.

 Changing a numeric field so that the leading zero won't be deleted

  1. Enter layout mode.
  2. Click on the field that you want to set up.
  3. From the Format menu choose Number.
  4. Select Leave data formatted as entered.

 Changing a numeric field to display currency

  1. Enter layout mode.
  2. Click on the field that you want to set up.
  3. From the Format menu choose Number.
  4. Select Format as Decimal.
  5. Select Fixed number of decimal digits (this will be 2 for currency).
  6. Select Use notation, Currency (leading) and $ for US currency.

 Making a pop-up list

  1. Enter layout mode.
  2. From the File menu choose Define Fields.
  3. Click on the name of the field that you want to set up, or make a new field by entering the desired field name in the box and clicking Create. Click Options.
  4. Select Validation tab. (on a Mac this is a pop-up list).
  5. Click Member of value list and in the adjacent pop-up menu select Define value list.
  6. Name the list (for clarity give it the same name as the name of the field you entered in step 3). Click Create. Use custom values will be checked.
  7. Type your list of choices in the box, each on one line.
  8. Click these buttons in order: Save. Done. OK. Done.
  9. Click on the field that you want to set up.
  10. From the Format menu choose Field Format.
  11. In the style box select Pop-up list.
  12. Select the value list name (from step 6) in the pop-up list using value list. Click OK.

 Making a checkbox list

  1. Enter layout mode.
  2. From the File menu choose Define Fields.
  3. Click on the name of the field that you want to set up, or make a new field by entering the desired field name in the box and clicking Create. Click Options.
  4. Select Validation tab. (on a Mac this is a pop-up list).
  5. Click Member of value list and in the adjacent pop-up menu select Define value list.
  6. Name the list (for clarity give it the same name as the name of the field you entered in step 3). Click Create. Use custom values will be checked.
  7. Type your list of choices in the box, each on one line.
  8. Click these buttons in order: Save. Done. OK. Done.
  9. Click on the field that you want to set up.
  10. From the Format menu choose Field Format.
  11. In the style box select Check boxes.
  12. Select the value list name (from step 6) in the pop-up list using value list. Click OK.

 Adding a scroll bar to a field

  1. Enter layout mode.
  2. Click on the field that you want to set up. It must be a standard field (not with a pop-up list or check boxes).
  3. From the Format menu choose Field Format. In the style box, select include vertical scroll bar.

 Making a calculation field (calculation within a record)

  1. Enter layout mode.
  2. From the File menu choose Define Fields.
  3. Enter the desired field name in the box.
  4. In the type box select Calculation.
  5. Click Create.
  6. In the Specify calculation dialog box define the formula using field names, mathematical operators constants and functions. These can be selected in the dialog box by double clicking.
  7. Verify the type of calculation result under the calculation window. This will depend on the file type of the field.
  8. Click on OK and then Done.

 Making a summary field (calculate data between records)

  1. Enter layout mode.
  2. From the File menu choose define fields.
  3. In the type box select Summary.
  4. Click Create.
  5. In the Options for Summary Field dialog box, select the type of summary you want. Click OK, and then Done.
  6. You will probably want to add a summary part to put the summary field into. Make a new part using the instructions in the section entitled Using Layout Parts below. (In the chart, note where the summary part will appear in a printout. In browse mode, it will appear in every record. You can check Preview mode to be sure the summary will print only once.)
  7. Drag the summary field into the summary part.

 Defining Repeating Fields (if you want several rows of the same field or set of fields)

  1. Enter layout mode.
  2. If you want to repeat more than one field, drag them so that they are next to each other (usually in a row going across the page).
  3. From the File menu choose Define Fields
  4. Click on the name of the first field you want to set up. Click on Options. (On a Mac the auto-enter tab must be selected)
  5. Select Repeating and enter the desired number of repetitions. Click OK.
  6. Follow steps 4 and 5 for each field you want to repeat.
  7. Click on OK then Done.
  8. Click on the field you want to set up.
  9. From the Format menu choose Field Format. Enter number of repetitions.
  10. Select Vertical if your row of repeating fields goes across the page. The repeating fields will build down from this row. Click OK. Repeat steps 8-10 for other repeating fields.
  11. To separate the repetitions so they can be seen. in layout mode highlight the field, from the Format menu choose Field Borders. Select Between repeating values.

 

Working with Layouts

Moving a field in a layout

  1. Enter layout mode.
  2. Hold down the SHIFT key on the keyboard.
  3. Click on the field and its label so that they are both surrounded by black handles .
  4. Release the SHIFT key.
  5. Drag the field (from the middle of the field, not the black handles) to the desired location.

Resizing a field in a layout

  1. Enter layout mode.
  2. Click on the field so that it is surrounded by black handles.
  3. Click on a black handle and drag it until it reaches the desired size.

Changing fonts in a layout

  1. Enter layout mode.
  2. Select the text or field where you want to change the font.
  3. From the Format menu choose Font or Size and make your selection.

 Adding a field that is already defined to the Layout

  1. Enter layout mode.
  2. In the Status area, click on the Field tool and drag the rectangle that appears on the right to where you would like the field to be located.
  3. In the Specify Field window, select the field you want to add.
  4. Make sure Create field label is checked if you would like to have the name of the field next to it.
  5. Click OK.

Removing a field or field label from a layout t

  1. Enter layout mode.
  2. Select the field or field label by clicking on it.
  3. Press the DELETE key on your keyboard.

Adding graphic elements to a layout

  1. Enter layout mode.
  2. In the Status area on the left, select the line tool or a shape tool.
  3. Select the desired fill and line colors from the color wells in the Status area
  4. Use the cross-hair insertion point to draw graphic elements on the layout.

Changing the tab order of a layout

  1. Enter layout mode.
  2. From the Mode menu choose Set Tab Order.
  3. Click on Create new tab order.
  4. Click on each field in the new order you choose. Click on OK.

 Creating a list layout

  1. Enter layout mode.
  2. From the Mode menu choose New Layout.
  3. Select Columnar Report and enter a name for the layout. Click on OK.
  4. In the Specify field order box the field names that have been set up for this database appear in the list on the left. Click on the first field you want in this layout then click on Move. Continue selecting and clicking Move until all desired fields are in the Field Order box (list on the right).
  5. If you decide to change the order of the fields, move the field names in the Field Order box by dragging their double-arrow symbols.
  6. Click on OK.

 Creating a label layout

  1. Enter layout mode.
  2. From the Mode menu choose New Layout.
  3. Select Labels and enter a name for the layout. Click on OK.
  4. Select the style of label that you need.
  5. Choose fields for the labels by double-clicking in the list at the top of window. Remember to add spaces, etc.

 Using Layout Parts

  1. Enter layout mode.
  2. To add a new part to a layout, from the Mode menu choose Part Setup.
  3. Click on Create. The Part Definition box will appear.
  4. Select the part type you need. Following is a list of available parts and their functions. (Header, Body and Footer are already included in the layout)

sub summary

Summary of information for each group of records sorted on the break field.

leading grand summary

Summarizes all records being browsed. Above the records.

trailing grand summary

Summarizes all records being browsed. Below the records.

title header

Replaces the regular header on the first page.

title footer

Replaces the regular footer on the first page.

Importing and Exporting Data

Importing data from an Excel spreadsheet

  1. First, create a FileMaker Pro database to receive the imported data.
  2. In the first row of your Excel worksheet, add field names for each column of data if there are no labels already. These field names will appear as the first set of data in your FileMaker Pro database. Although you will delete them later, adding these field names will help during the process of matching fields between Excel and FileMaker Pro. An example is shown below

  3. From the File menu choose Save. Close the Excel file.
  4. Launch FileMaker Pro and select the FileMaker Pro database file which will receive the imported data.
  5. Enter browse mode.
  6. From the File menu choose Import/Export > Import Records.
  7. In the Files of type: box, select All Available to see all files on your computer.
  8. Navigate to the location of your Excel file and click Open.
  9. A Select Worksheet dialog box will appear. Select the appropriate worksheet from the workbook where the data is located, and click OK.
  10. In the Import Field Mapping dialog box you will see the Excel field names in the Data in: area and the FileMaker Pro field names in the Fields in: area. Near the bottom of the window are Scan Data arrows allowing you to move between records. If you don't see the field names in the Data in: box, this probably means that you had one or more blank rows at the beginning of your Excel file. If this is the case, move to the next record using the arrows until you see the field names.
  11. Now match the fields on the left and right. You can drag the field names on the right side into the correct position across from the matching fields on the left.
  12. The column of symbols between the left and right lets you select the fields that you want to import. If you only need some of the Excel fields in your FileMaker Pro database, then you don't have to import the others. An arrow following a field name in the source file indicates that the field will be imported. If you do not want to import a certain field, click on the arrow next to the field name, changing it to dashes (---).
  13. Use the Scan Data arrows to review the data in several records of the Excel source file so that you can confirm that the data matches correctly with the field names in the destination file.
  14. To select whether you want to add the imported data or replace the old data with the imported data:
    • Choose Add new records if you want to add the imported records to the destination file.
    • Choose Replace data in current found set if you wish to overwrite all the records in the destination file with the imported records. Warning: If you choose this option, make sure to make a backup copy of the destination file first. Otherwise, you will lose all the data since the Import command cannot be undone. In addition, if there are fewer records in the destination file than the number of imported files, the extra records will not be imported when using the Replace option.
  15. Click Import. If you get an Import Option dialog box, click OK to proceed.
  16. You will be in browse mode. Look at the number of records - the "found set" is the number of records you just imported. If you want to browse the entire database, from the Select menu choose Find All.
  17. Delete the record which contains the field names data. This should appear as the first record of your FileMaker Pro database. From the Mode menu choose Delete Record. Click Delete when asked if you want to permanently delete the entire record.

Importing data from a Word table

  1. First, create a FileMaker Pro database to receive the imported data.
  2. In Word, open the document with the table.
  3. If there is a heading row delete it (First click in the heading row. From the Table menu choose Select Row then, from the Table menu choose Delete Rows).
  4. Highlight only the table then from the Table menu choose Convert Table to Text. In the dialog box select Tabs.
  5. From the File menu choose Save As. In the Save File as Type box select Text Only. Click Save.
  6. If you see a Word message: "can not save formatting. Should save as text", click Yes.
  7. In FileMaker Pro, enter browse mode.
  8. From the File menu choose Import/Export > Import Records
  9. In the navigation box, find the text file where you saved the tab-delimited text (Make sure you are checking Files of type - tab separated text)
  10. Follow the instructions above for importing from Excel, starting with the Import Field Mapping dialog box.

 Importing data from a tab-delimited text file

  1. In FileMaker, enter browse mode.
  2. From the File menu choose Import/Export > Import Records
  3. In the navigation box, find the text file where you saved the tab-delimited text (Make sure you are checking Files of type - tab separated text)
  4. Follow the instructions above for importing from Excel, starting with the Import Field Mapping dialog box.

 Exporting data

  1. From the File menu choose Import/Export > Export/Records.
  2. Give the file a name and specify how you would like fields to be separated (tab or comma).
  3. In the Specify Field Order for Export dialog box, select the fields that you want to export by clicking on each field one-by-one on the left side then clicking the Move button to transfer it to the Field Order section. In addition, clicking the Move All button will transfer all fields to the Field Order section, while clicking the Clear All button will remove all fields in the Field Order section.
  4. If you need to change the order of the fields to be exported, select the field name on the right-hand side and drag it to a different position using the double arrows next to the word.
  5. Select the format option:
    • Click the Don't format output radio button to export the data in unformatted text.
    • Click the Format output using current layout radio button if you wish to have the data formatted to match the number, date, and time formats that you assigned to the fields.
  6. After you have finished changing the order and format options, click Export.

 

Using Graphics

Adding a graphic to a layout (same graphic in each record)

  1. If you put the graphic in the header the same graphic will print on the header of each page. If you put the graphic in the body it will print on each record.
  2. In a Word or other document, choose Copy from the Edit menu, to put your graphic in the clipboard.
  3. In FileMaker with the graphic in the clipboard, enter layout mode.
  4. From the Edit menu choose Paste (Mac) or Paste Picture (Windows), then drag the graphic where you would like it to appear.

 Putting a different graphic in each record

  1. In a Word or other document, choose Copy from the Edit menu, to put your graphic in the clipboard.
  2. In FileMaker, enter layout mode.
  3. From the File menu choose Define Fields.
  4. Enter a name for the field.
  5. In the type box select Container. Click on Create then Done
  6. In browse mode with the graphic in the clipboard, go to the record where you want to paste this graphic.
  7. Click on the container field.
  8. From the Edit menu choose Paste (Mac) or Paste Picture (Windows).

 

Scripts and Buttons

Defining a script - to automate a process or a series of steps

  1. If you plan to use the script feature you will probably want to refer to a book. There is a lot of detail which can't be summarized here. The following may get you started.
  2. If you plan to have your script perform a sort function, first sort the records in the way that you want the script to do it. (In browse mode Mode choose Sort)
  3. From the Script menu choose Script maker. Name the script and click Create.
  4. Set up the right part of the window with the steps in the order that they should be performed. You can do this by clicking on the available steps (left part of window) and clicking the Move button below. If there are any options available, they will appear in the Options section of this dialog box. Steps can be deleted by clicking on Clear.
  5. The Help menu can assist you if you have questions.

 Adding a button to a layout

  1. A button allows the user to perform a function or run a script with one click.
  2. Enter layout mode
  3. In the tool area click the button tool (finger on button) and draw a button on the layout with the cross hairs.
  4. In Specify Button dialog, select Perform Script if that is what you want the button to do, or select one of the other functions. Click OK.
  5. Enter in the text which will appear on the button.
  6. You can edit the shape of the button with the arrow tool and its text with text tool.

 

Lookup Field

You can use lookup fields when you have information in the fields of one database which you would like to use to fill in some of the fields of another database. We will call the two files the receiver database and the provider database. They need to have a matching field which can have any name. Here's how it works. In the steps that follow you will tell FileMaker Pro that the fields which match are connected. You will also specify what data you want to pull into the receiver database and where it should go. When you are entering data into a record in the receiver database you will type into the connecting field. If the same word exists in the connecting field of one of the records in the provider database, the provider database will fill in other fields in the current record of the receiver database as you have specified.

  1. Open the provider database and identify the field which will connect it to the receiver database. (The field which has matching data). Also identify the names of the fields which contain data that will be needed in the receiver database.
  2. Open the receiver database. Define fields as necessary which will hold the data when it is received from the other database (From the File menu choose Define Fields). You may want to give these fields the same name in both databases.
  3. Both databases should be open at the same time.
  4. In the receiver database, from the File menu choose Define relationships. Click New.
  5. Find the name of the provider database
  6. Click on the name of the connecting field on left and right. Click OK then Done.
  7. From the File menu choose Define Fields. Click on one of the fields that will draw data from the provider database. Click Options. Check the looked up value and use the pop-up menu to select the name of the provider database. Select the name of the field in the provider database that you are drawing the data from. Click OK then OK.
  8. Do the same with any other fields you have created which will draw data from the provider database.

 

Sharing Files

Setting up a database as multi-user

  1. Making your database available on the network is something you may want to have advice about. Call the HelpDesk at X3333 and tell them what you want to do.
  2. If you plan to share a database between computers you need to set a password for it, otherwise any networked computer on campus has access to your database. Remember to note your password in a safe place. To set up a password, from the File menu choose Access Privileges and then choose Define Passwords.
  3. One password for total access is required
  4. More passwords are possible and you can specify the degree of access.
  5. From the File menu choose Sharing and then Multi User to make the database available on the network.
  6. The computer where the database is stored will be the host. For others to access a database, it must be open on the host computer.
  7. Only one user can edit a particular record at a time.

 Viewing a database open on other computers or on a server

  1. Macintosh

    Select FileMaker Pro 4.1 from the Apple menu or launch it from the hard drive by double clicking on the FileMaker Pro 4.1 folder and then double clicking on the FileMaker Pro Icon.

    Windows

    From the Start menu, drag to programs, drag to the FileMaker Pro 4.1 folder, and then to FileMaker Pro.
  2. Click on the "Hosts" button when you are prompted to open a file. Or go to the File menu and pull down to select open and then click on the Hosts button.
  3. Choose a host name from the list and click OK.
  4. Type in the password to access the database you want to view.

 

Computing at Wellesley

Macintosh Documentation

PC Documentation