FileMaker Pro Tami Aune Technology Services Gustavus Adolphus College

FileMaker Pro FileMaker Pro

Tami AuneTami Aune

Technology ServicesGustavus Adolphus College

FileMaker ProFileMaker Pro

VersionVersion7.0 today – current version is 7.0 today – current version is 8.08.0

http://www.filemakerpro.comhttp://www.filemakerpro.com

What is it?What is it? What does it do?What does it do?

What is it?What is it? a database program for both a database program for both

Windows and Macintosh.Windows and Macintosh. What does it do?What does it do?

Manage, present, and share Manage, present, and share information.information.

What is it?What is it? What does it do?What does it do?

Manage, present, and share Manage, present, and share information. information.

FileMaker Pro lets you do all three effortlessly. FileMaker Pro lets you do all three effortlessly. Design your own layouts and create reports. Design your own layouts and create reports. Then, instantly sort and search through the Then, instantly sort and search through the information by any criteria you choose.information by any criteria you choose.

TodayToday

Define general terminology and Define general terminology and concepts associated with developing concepts associated with developing and working with databases.and working with databases.

Demonstrate the development of a Demonstrate the development of a simple database for data simple database for data management.management.

Demonstrate some of the powerful Demonstrate some of the powerful features of FileMaker Pro.features of FileMaker Pro.

Database GoalDatabase Goal

Transform a Transform a disorganized pile disorganized pile

of information of information into an into an

organized, organized, searchable, searchable,

manageable pool manageable pool of information.of information.

FileMaker Pro–The GoalsFileMaker Pro–The Goals

After FileMaker Pro you will be After FileMaker Pro you will be able to:able to: find information quicklyfind information quickly update and maintain informationupdate and maintain information print documents such as invoices, print documents such as invoices,

form letters and mailing labelsform letters and mailing labels analyze information using on analyze information using on

screen and printed reportsscreen and printed reports

VocabularyVocabulary

A database is made up of related A database is made up of related records.records.

And the records are made up of And the records are made up of fieldsfields..

LayoutsLayouts are the way you enter are the way you enter and view data in FileMaker and view data in FileMaker

Pro. Pro. LayoutsLayouts determine how determine how you present or view you present or view

information, not how it is information, not how it is stored.stored.

LayoutsLayouts determine how you determine how you present information, not how it is present information, not how it is

stored.stored.You design each layout with a specific You design each layout with a specific purpose in mind. Most layouts display purpose in mind. Most layouts display

only some of the fields in the only some of the fields in the database-mailing labels or invoicedatabase-mailing labels or invoice

Once a layout is designed, you can Once a layout is designed, you can rearrange it, change it, add fields or rearrange it, change it, add fields or

graphics to it.graphics to it.

ModesModes

You work with FileMaker Pro in You work with FileMaker Pro in one of four modes:one of four modes:

BrowseBrowse FindFind LayoutLayout PreviewPreview

ModesModesYou work with FileMaker Pro in You work with FileMaker Pro in

one of four modesone of four modes BrowseBrowse

Use Use BrowseBrowse mode to enter data mode to enter data and view records.and view records.

FindFind LayoutLayout PreviewPreview

ModesModesYou work with FileMaker Pro in You work with FileMaker Pro in

one of four modesone of four modes BrowseBrowse FindFind

Use Use FindFind to locate a record or to locate a record or group of records quickly.group of records quickly.

LayoutLayout PreviewPreview

ModesModes

You work with FileMaker Pro in You work with FileMaker Pro in one of four modesone of four modes

BrowseBrowse FindFind LayoutLayout

Use Layout mode to specify how information will appear on the screen or when you print it.

PreviewPreview

ModesModes

You work with FileMaker Pro in You work with FileMaker Pro in one of four modesone of four modes

Use Use PreviewPreview to see what the to see what the pages will look like when you print pages will look like when you print them.them.

ModesModes

You work with FileMaker Pro in You work with FileMaker Pro in one of four modes:one of four modes:

The Look and Feel of The Look and Feel of FileMaker ProFileMaker Pro

Open the Sample02.fp7 database.Open the Sample02.fp7 database.

Browse Mode

Move between records – click – slide – enter a number.

How many records?

Browse Mode

Move between Layouts

Choose List of Member Layout – notice the amount of information displayed.

Different Ways to Display the Same LayoutList of Members Layout – View as a form, list and table.

The Look and Feel of The Look and Feel of FileMaker Pro – Find and SortFileMaker Pro – Find and Sort

Find all the members who live in New York City.

Different Types of Finds –

All USA and New Members

All the New York or London members

Range search – Fee paid in first half of 2004

Narrowing or refining your search – fee paid in first half of 2004, but not those that paid in February.

Different Types of Finds –

Narrowing or refining your search – fee paid in first half of 2004, but not those that paid in February.

Find All –

After a find, to go back to all the records – Ctrl J or Show All Records.

Sort –

In List of Members Layout

Sort by last name, first name and in different order.

The Look and Feel of The Look and Feel of FileMaker Pro – Create, Design FileMaker Pro – Create, Design and Dataand Data

Create a DatabaseCreate a Database

From the File Menu select New Empty File.

Name – Myfile04.fp7

Define Database Window.

The Look and Feel of The Look and Feel of FileMaker Pro – Create, Design FileMaker Pro – Create, Design and Dataand Data

Create a DatabaseCreate a Database

Enter Data

JaneDoe25.0011/11/2004

JohnSmith75.002/2/2004

Change Data

Jane paid 75.00 rather than 25.00.

The Look and Feel of The Look and Feel of FileMaker Pro – Changing What FileMaker Pro – Changing What You See – Layouts.You See – Layouts.

Changes what you see – not what Changes what you see – not what is saved in the database.is saved in the database.

The Look and Feel of The Look and Feel of FileMaker Pro – Changing What FileMaker Pro – Changing What You See – Layouts.You See – Layouts.

Open Working Files\MyFile05.fp7 Open Working Files\MyFile05.fp7 and Sample Files\Sample05.fp7and Sample Files\Sample05.fp7

Layout Mode

Switch to Layout Mode and the Fee Information Layout.

Change Field SizesMove a FieldAdd a Field (City)Format the Fee Paid as Number – 2 decimals with $

Extra Credit – Color – Fonts and Graphics

The Look and Feel of The Look and Feel of FileMaker Pro – FileMaker Pro – ListsLists, Labels and , Labels and Form Letters.Form Letters.

Layout – List of Members (Sample)

MyFile06New Layout – List of MembersSelect Columnar List or ReportLast Name, First Name, Company, Membership Type.

The Look and Feel of The Look and Feel of FileMaker Pro – Lists, FileMaker Pro – Lists, LabelsLabels and and Form Letters.Form Letters.

Layout – Labels (Sample)

MyFile06New Layout – LabelsSelect Avery 5160

Design TipsDesign Tips

Use separate fields for first Use separate fields for first name and last name, so you can name and last name, so you can search or sort records based on search or sort records based on eithereither

Use separate fields for city, Use separate fields for city, state and zip codestate and zip code

Use a separate field for titlesUse a separate field for titles

FileMaker Pro Tami Aune Technology Services Gustavus Adolphus College

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