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File Maker Pro: For PC
SHSU Technology Tutorials | File Maker Pro | For PC Part 1
FileMaker Pro 7 for PC
Overview
FileMaker Pro allows you to fill out University forms, such as Travel Vouchers, schedule change forms or reservation forms, without using a typewriter.
Available Forms
Some of the forms that are available to faculty and staff members are:
- Employee Data
- Purchase Orders
- Facility Reservation Forms
- Interdepartmental Orders
- Personnel Requisition Forms
Copying a University Form
The University’s forms are available for use in FileMaker Pro and are stored Online at http://www.shsu.edu/administrative/policies/forms/index.html to access a form users must copy the desired form to their S drive to personalize the forms for individual use.
Installing FileMaker Pro
To install FileMaker Pro on your machine, click on the Start Menu. Then, click on All Programs -> SHSU Program Installation Menu -? Database(s) and then FileMaker Pro.
Once you see that the installation process has completed, click OK on the dialog box.
Opening FileMaker Pro
To open FileMaker, click on the Start menu. Then, click on All Programs -> SHSU Programs -> Database(s) -> FileMaker Pro.
When you open up FileMaker, you will see a dialog box asking you to open a new or existing file.
When you see the Open New or Existing File box, click Cancel. You should see the following on your screen.
Opening a SHSU Form
To open a form, go to File and click on Open.
Then, locate the folder the file is in and click the Open button.
If a warning message like the one below shows on the screen, just click either Open Without Sharing or Open.
If the Open button is clicked, click OK when the dialog box saying that FileMaker Pro cannot share a file appears. Click OK on the following error message. If the Find File dialog appears, click Cancel. The file should then open up in the program.
Creating A New Database
To create a new database, go to the File menu and click on New Database. You should see a dialog box asking you to create a new database. Type your name in the File Name box and then click on Save
Then you will see another dialog asking you to define your database like the one below.
Type in a field name into the Field Name text box. Then, click on the drop-down arrow and choose the type of data you will enter into that field. You can enter either text, number, time or date, or a calculation. Click on the Create button
To add another field, just type in the name in the Field Name. Then, repeat the above steps. Each field has more options available by clicking the Options button or double clicking on the field itself. Adding these options can insure that your data.
When you are done, click OK. You will see your fields in the Browse View.
Fields can include names, dates, prices, quantities and others, depending on the form’s nature. If a form requires a signature, it shouldn’t be made into a field.
File Maker Pro’s Toolbars
The toolbars can be accessed by clicking on the View menu and selecting Toolbars. Then, choose your toolbar from the submenu. FileMaker has two toolbars: standard and text formatting.
The Standard Toolbar
The Standard Toolbar is used to perform standard tasks, such as saving, printing, spell checking and defining your forms.
The New Layout button allows you to create another layout while the Duplicate Layout button lets you create a copy of the original. The Delete Layout lets you erase your current layout.
The Save Layout button allows you to save your current layout while the Revert Layout allows you to go back to the previously saved version.
The Define Database button allows you to add fields, as well as tables. The Define Values button helps you to define data values to refine data within the fields.
The Text Formatting Toolbar
The Text Formatting toolbar is where you can change text and formatting in either the field names or the fields.
To change the font and size, click on the first two drop-down arrows. If you want to increase the size incrementally, click on either the Increase Font Size or Decrease Font Size buttons.
If you want to make your text bolded, italicized or underlined, click on the Bold, Underline or Italic buttons.
If you want to change the justification, click on the Left, Center, Right or Full justification buttons.
The next three buttons deal with text spacing. You can either have single, double or custom spacing. When you click on the Custom Spacing button, you will get the Paragraph dialog box.
To change the spacing, go over to Line Spacing and choose either height, above or below. Then, click OK.
The last button allows you to change the color of the text. To change the color, click on the arrow next to the Text Color button. This will bring down the Color Chooser. Just click on the color you want to use. If you want another color, click on Other Color. When you finish, highlight the text you want to change and click on the Text Color button.
The Status Area
The Status Area is the general area that shows the most often used tools of FileMaker Pro.
The rightmost part of the area shows your current form. This is where you can enter your data, preview or change the layout of the form. The bar on the left is the toolbar. This is where you can switch views, view records and prepare new layouts. The Status Bar shows you your status. The buttons below the main window allow you to zoom in and out, switch views or show or hide the toolbar.
The Browse Mode
The Browse Mode is where you can browse all of your records and forms in your database. To change records, click on either the left or right side of the notebook icon. If you are not in the Browse view, just click on the View pull-down menu and select Browse Mode.
The Browse Mode view is where you can browse all of your records and forms in your database. To change records, click on either the left or right side of the notebook icon. If you are not in the Browse view, just click on the View pull-down menu and select Browse Mode.
Adding New Records
To add a new record through the Browse Mode, go to Records menu and click on New Record.
Duplicating Records
To duplicate a record, select a record you want to duplicate by clicking on the notebook icon on the left-hand side of the window.
Deleting Records
Caution: Once a record has been deleted, it is permanent. It cannot be recovered or restored.
To delete a record, select to the record you want to delete and go to the Records menu. Then, click on Delete Record.
A dialog box will appear, asking you if you wish to permanently delete the entire record.
Click Delete if you want to delete it. If you don’t, click on Cancel.
Browsing Two-Sided Documents
To view a two-sided document, click on Layout pop-down menu and select Back.
The back of the form will be shown and is ready for browsing and/or modification.
The Find Mode
The Find Mode lets you search for a certain record by typing in a keyword into a selected field, such as by a person’s last name or first name.
To find a certain record, type in your information you want, such as someone’s last name into the field.
Then, either press Enter or click on the Find button. You should see the number of records found in the toolbar on the left hand side of the window and the first record in the Form view.
If you want to switch to the Find Mode, click on View, then select Find Mode.
The Layout Mode
The Layout Mode is where you will design and change the layout on your forms. You can change and add items with the Layout Toolbar. To switch to the Layout Mode, click on the View menu and then select Layout Mode.
