FileMaker Pro Tami Aune Technology Services Gustavus Adolphus College.

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Presentation transcript:

FileMaker Pro Tami Aune Technology Services Gustavus Adolphus College

FileMaker Pro Version 7.0 today – current version is 8.0

FileMaker Pro What is it? What is it? What does it do? What does it do?

FileMaker Pro What is it? What is it? a database program for both Windows and Macintosh. a database program for both Windows and Macintosh. What does it do? What does it do? Manage, present, and share information. Manage, present, and share information.

FileMaker Pro What is it? What is it? What does it do? What does it do? Manage, present, and share information. FileMaker Pro lets you do all three effortlessly. Design your own layouts and create reports. Then, instantly sort and search through the information by any criteria you choose.

Today Define general terminology and concepts associated with developing and working with databases. Define general terminology and concepts associated with developing and working with databases. Demonstrate the development of a simple database for data management. Demonstrate the development of a simple database for data management. Demonstrate some of the powerful features of FileMaker Pro. Demonstrate some of the powerful features of FileMaker Pro.

Database Goal Transform a disorganized pile of information into an organized, searchable, manageable pool of information.

FileMaker Pro–The Goals After FileMaker Pro you will be able to: find information quickly find information quickly update and maintain information update and maintain information print documents such as invoices, form letters and mailing labels print documents such as invoices, form letters and mailing labels analyze information using on screen and printed reports analyze information using on screen and printed reports

A database is a file made up of related records–and the records consist of fields Vocabulary

Vocabulary A database is made up of related records. And the records are made up of fields.

Vocabulary Layouts are the way you enter and view data in FileMaker Pro. Layouts determine how you present or view information, not how it is stored.

Vocabulary Layouts determine how you present information, not how it is stored. You design each layout with a specific purpose in mind. Most layouts display only some of the fields in the databas ing labels or invoice Once a layout is designed, you can rearrange it, change it, add fields or graphics to it.

Modes You work with FileMaker Pro in one of four modes: Browse Browse Find Find Layout Layout Preview Preview

Modes You work with FileMaker Pro in one of four modes Browse Use Browse mode to enter data and view records. Browse Use Browse mode to enter data and view records. Find Find Layout Layout Preview Preview

Modes You work with FileMaker Pro in one of four modes Browse Browse Find Use Find to locate a record or group of records quickly. Find Use Find to locate a record or group of records quickly. Layout Layout Preview Preview

Modes You work with FileMaker Pro in one of four modes Browse Browse Find Find Layout Layout Use Layout mode to specify how information will appear on the screen or when you print it. Preview Preview

Modes You work with FileMaker Pro in one of four modes Browse Browse Find Find Layout Layout Preview Use Preview to see what the pages will look like when you print them. Preview Use Preview to see what the pages will look like when you print them.

Modes You work with FileMaker Pro in one of four modes: Browse Browse Find Find Layout Layout Preview Preview

Before You Begin Plan, plan, plan... Plan, plan, plan...

The Look and Feel of FileMaker Pro

Open the Sample02.fp7 database.

The Look and Feel of FileMaker Pro Open the Sample02.fp7 database. Browse Mode Move between records – click – slide – enter a number. How many records?

The Look and Feel of FileMaker Pro Open the Sample02.fp7 database. Browse Mode Move between Layouts Choose List of Member Layout – notice the amount of information displayed. Different Ways to Display the Same Layout List of Members Layout – View as a form, list and table.

The Look and Feel of FileMaker Pro – Find and Sort Open the Sample03.fp7 database. Find all the members who live in New York City.

The Look and Feel of FileMaker Pro – Find and Sort Open the Sample03.fp7 database. 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.

The Look and Feel of FileMaker Pro – Find and Sort Open the Sample03.fp7 database. Different Types of Finds – Narrowing or refining your search – fee paid in first half of 2004, but not those that paid in February.

The Look and Feel of FileMaker Pro – Find and Sort Open the Sample03.fp7 database. Find All – After a find, to go back to all the records – Ctrl J or Show All Records.

The Look and Feel of FileMaker Pro – Find and Sort Open the Sample03.fp7 database. Sort – In List of Members Layout Sort by last name, first name and in different order.

The Look and Feel of FileMaker Pro – Create, Design and Data Create a Database New From the File Menu select New Empty File. Name – Myfile04.fp7 Define Database Window.

The Look and Feel of FileMaker Pro – Create, Design and Data Create a Database Enter Data Jane Doe /11/2004 John Smith /2/2004 Change Data Jane paid rather than

The Look and Feel of FileMaker Pro – Changing What You See – Layouts. Changes what you see – not what is saved in the database.

The Look and Feel of FileMaker Pro – Changing What You See – Layouts. Open Working Files\MyFile05.fp7 and Sample Files\Sample05.fp7 Layout Mode Switch to Layout Mode and the Fee Information Layout. Change Field Sizes Move a Field Add a Field (City) Format the Fee Paid as Number – 2 decimals with $ Extra Credit – Color – Fonts and Graphics

The Look and Feel of FileMaker Pro – Lists, Labels and Form Letters. Open Working Files\MyFile06.fp7 and Sample Files\Sample06.fp7 Layout – List of Members (Sample) MyFile06 New Layout – List of Members Select Columnar List or Report Last Name, First Name, Company, Membership Type.

The Look and Feel of FileMaker Pro – Lists, Labels and Form Letters. Open Working Files\MyFile06.fp7 and Sample Files\Sample06.fp7 Layout – Labels (Sample) MyFile06 New Layout – Labels Select Avery 5160

Creating a database Design Design Define Define Customize Customize Maintain Maintain

Creating a database Design - What categories, tasks and reports? Design - What categories, tasks and reports? Define Define Customize Customize Maintain Maintain

Design Tips Use separate fields for first name and last name, so you can search or sort records based on either Use separate fields for first name and last name, so you can search or sort records based on either Use separate fields for city, state and zip code Use separate fields for city, state and zip code Use a separate field for titles Use a separate field for titles

Creating a database Design Design Define - Field Types Define - Field Types Text - Any character or set of characters (up to 64,000) Text - Any character or set of characters (up to 64,000) Number - Currency, decimal, or percent Number - Currency, decimal, or percent Date Date Time Time Picture/Sound Picture/Sound Calculation Calculation Customize Customize Maintain Maintain

Creating a database Design Design Define Define Customize Customize Auto Entry - Date, time, serial number or data you specify Auto Entry - Date, time, serial number or data you specify Accuracy Check - You define criteria that entries must meet. Accuracy Check - You define criteria that entries must meet. Display a List - You supply a list of options. Display a List - You supply a list of options. Look Up - FileMaker Pro looks the entry up from another database. Look Up - FileMaker Pro looks the entry up from another database. Maintain Maintain

Creating a database Design Design Define Define Customize Customize Maintain Maintain Changing, replacing and reprogramming the database to meet your changing needs. Changing, replacing and reprogramming the database to meet your changing needs.

Questions? Demonstration

FileMaker Pro