Create a FileMaker Pro v4 File

This How To will walk you through creating a simple FileMaker Pro v4 file. The example we will use is for keeping track of our office publications. A database allows you to sort the information in various ways and also allows you view the information in different report views too.

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Create a FileMaker Pro file

1. Open FileMaker Pro.
2. From the File menu, choose New.
3. Name the file.
   • Ex: Pub List
4. Save the file in correct location.

   Save in our class folder or place in appropriate folder in My Documents.

5. Create the following fields and click Create after each one.
   

   Field Name	Field Type
   Title	Text
   Price	Number
   Pub Number	Text

   
   

   • HINT: Use a number field only for fields you are going to do actual calculations.
   • HINT: Use the word Calc in the field name of your calculations.

6. When finished, click Done.
   • A layout with the above fields are created and you will automatically go to Browse Mode.
7. Enter your records.

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Change the size of a field

If you enter information and the field doesn't show all of the information, you can make the field larger.

1. From the Mode menu, choose Layout.
2. With the pointer tool, select the Title field.
3. Click, hold, and drag the resize handle to increase the length of the field.
   • The resize handle is the lower right corner.
4. Repeat as needed.
5. Return to Browse Mode when finished.

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Move a field

1. From the Mode menu, choose Layout.
2. With the pointer tool, select the field you wish to move.
3. Shift-click on the field text or layout text so you move that along with the field itself.
4. Drag the field(s) to their new new location.
   • You may need to go back to Browse Mode to see the affect.

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Add additional fields to the file

These fields will be "special". We will use the Auto-enter option and create a simple calculation. First, set the preferences so FileMaker adds the new fields automatically to the layout you are working in.

1. Edit menu to Preferences, slide right to Application.
2. Select the Layout tab.
3. Check Add newly defined fields to current layout. Click Done.

Now you can add your new fields.

1. From the File menu, choose Define...choose Fields.
2. Enter Handling as a number field. Click Create.
3. With Handling still selected, click Options.
4. Make sure the Auto-enter tab is selected. Place a checkmark beside Data.
5. Enter .75 and click OK.
   • Note: .75 will automatically be added to all new records.
6. Create another field for Calc Cost (which stands for calculated cost).
7. Make it a Calculation field. Click Create.
8. Click Options.
   • Since we chose a Calculation it will automatically open a calculator to create the calculation.
9. Double-click on Price
10. Single-click or type in the operator (+).
11. Double-click on Handling.
12. Look in the Calculation Result area. Make sure your result is set to Number.
13. Click OK, click Done.
14. These new fields have been added to your file.
15. If necessary add the handling cost to the initial records.

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Add layout text and edit the font

Sometimes it is necessary to add more text to a layout that isn't associated with a field. You can then edit the text to make it look better.

1. From the Mode menu, choose Layout.
2. Select the Text (A) Tool on left side.
3. Click with I-beam near the middle of the header or whenever you want to add text.
4. Type your text.
   • Ex: Publication Directory
5. Select the Arrow tool.
6. Click the text box you just made.
7. Change it's format:
   • Format menu - Size - 14 pt
   • Format menu - Style - Bold
8. You can also move this text to another location.
   • Select the arrow tool.
   • Click hold and drag the center of the text field to another location.

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Create a new Layout

You may want to change the look or appearance of the data on the screen and on a report which is a printed copy. We can change the view of your data.

1. From the Mode menu choose Layout.
2. From the Mode menu choose New Layout.
3. Name the layout Publication Directory.
4. Select Columnar Report. Click OK.
5. We now need to add the fields we want to use in this layout.
   • NOTE: You may not want/need to add all the fields. Add only the ones needed.
6. Select Title, click Move.
   • Title should now appear on the right side.
   • You can also double click to move the fields automatically.
7. Double-click on Calc Cost.
8. When you have entered or moved all of the fields, click OK.
9. From the Mode menu choose Browse.
10. Again you may need to resize your fields or move fields to make them appear better.
    • Refer to steps given above.

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Rename a Layout

1. Go to the layout you want to change the name.
2. From the Mode menu choose Layout.
3. From the Mode menu choose Layout Setup.
4. In the Layout Name enter the name of the layout.
5. Click OK.
6. Return to Browse Mode.
7. New name appears above the bookmark area. (upper left corner)

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Number Formatting

You may want to change the formatting of your numbers, ie, so they line up with the decimal or show the $.

1. From the Mode menu choose Layout.
2. Select the number field you want to edit.
   • ex: Calc. Cost
3. From the Format menu choose Number.
4. Make the appropriate selections.
   • ex: Format as decimal; use notation $
5. Click OK.
6. Return to Browse Mode to see your changes.

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Edit Text field

1. From the Mode menu choose Layout.
2. Select the Text (A) tool.
3. Select the text field you want to edit.
   • ex: Remove Calc. from Calc. Cost
4. When done, click outside the text field.
5. Return to Browse Mode to see your changes.

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