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Exporting data

From: FileMaker Pro 11 Essential Training

Video: Exporting data

FileMaker Pro allows many sophisticated ways to connect to other non-FileMaker data sources. However, sometimes you might want to just share some of your data without a direct connection to those sources. In these cases, you can use FileMaker's ability to export data out of your FileMaker database in order to share. You can export FileMaker data to a new file and then open that up in another application, or use that file as an import source to import into the other application. So in this movie, we are going to take a look at exporting. First, if we take a look at the file, we see that we are in the Customers layout, and we also see that we've got 1,523 records in our database.

Exporting data

FileMaker Pro allows many sophisticated ways to connect to other non-FileMaker data sources. However, sometimes you might want to just share some of your data without a direct connection to those sources. In these cases, you can use FileMaker's ability to export data out of your FileMaker database in order to share. You can export FileMaker data to a new file and then open that up in another application, or use that file as an import source to import into the other application. So in this movie, we are going to take a look at exporting. First, if we take a look at the file, we see that we are in the Customers layout, and we also see that we've got 1,523 records in our database.

Now, these are important, because if we do export right now, it's going to export out customer information. But if we navigate over to the Products table, for example, it's going to export out the product information. It's important that you first choose a layout that's based on the table that has data you want to export before you even initiate the Export command. The other thing is that FileMaker will only export the amount of records that are in a current Found set. So, for example here, you see that in Products, we've only got 10 records chosen, even though we have 40 total records stored in the database.

If we perform an export right now on this layout, only 10 records will be exported. But if we go back to the Customers layout and then go to File > Export Records, we see that we have the Export Records to File window appearing. Here we've got a couple of options to choose from. First, what are we going to name the file we're exporting? We will call this one Export. And where do we want to save it? We will choose Desktop. Then you want to choose the File Format. If we click on this dropdown, we see the different File Format types that we have to choose from.

FileMaker allows you to export out as text files or some specialized Merge or DBF files. You can also export a Found set of data out as an HTML Table, which could be useful if you are building a static Web page. You can also export data out of FileMaker into another FileMaker Pro file, which can be useful to create backups, and if the application that you're sharing data with imports XML data, you can choose the XML option, leaving us with the two other Excel Export options. Here we are going to choose Comma- Separated Text, which then appends the name of our file with .CSV.

These are the most common types of File Formats that are able to be imported into other non-FileMaker data sources. Now we hit Save, and we are presented with the Specify Field Order for Export window. You see here on the left-hand side of this window that we have a dropdown that lets us choose from any of the different tables that we had in our database. We will keep it on the Current Table, but you also see that it's on the Current Layout. Sometimes you have a layout that has only a subset of the fields in your table. In this case, we happen to have all of them. But it might be easier for you to export files out if there's a smaller amount of fields to choose from.

But in this case, let's say that we want to just export out our customer mailing information, so it can be uploaded to a bulk mailing system. So in that case what we do is we will choose fields, on the left-hand window, that we want to include as part of this export. Here you see when I select AddressCity, I can choose the Move button, or I can double-click on a field, or I can click on a field, hold down the Shift key and hit Move, and we see both fields that I had selected moved. Now, once you see the fields in the Field export order, I can select one and use the handles to move them into a specific order.

I can do CompanyName first, Street, City, State, and Zip. Also, if you make a mistake, you can always hit Clear and then go back and add more fields after that. Once you have selected all of the fields, you can choose the Export button, and now we see that we've got our export file on our desktop, and opening up this file will show that we've exported out all of the records, but only the fields that we've chosen during the export process. You can export out as many times as you would like out of your FileMaker database, in whatever way that you choose, without any risk of changing or deleting the data in the original file, unlike importing, where each time you import, you're adding more records or changing existing records in your database.

The importing and exporting features can serve as valuable time-saving functions, especially when you're working with large sets of data or have users without access to FileMaker Pro.

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This video is part of

Image for FileMaker Pro 11 Essential Training
FileMaker Pro 11 Essential Training

94 video lessons · 15075 viewers

Cris Ippolite
Author

 
Expand all | Collapse all
  1. 7m 22s
    1. Welcome
      1m 8s
    2. Understanding the FileMaker family
      2m 15s
    3. Using the FileMaker Quick Start screen
      2m 52s
    4. Using the exercise files
      1m 7s
  2. 21m 9s
    1. What is a database?
      2m 26s
    2. Flat vs. relational databases
      2m 29s
    3. How FileMaker works
      4m 48s
    4. Understanding the essential preferences
      3m 13s
    5. Touring the interface
      8m 13s
  3. 11m 44s
    1. Creating databases from templates
      2m 29s
    2. Creating new databases in the spreadsheet-like format
      5m 35s
    3. Importing tables
      3m 40s
  4. 9m 9s
    1. Determining which tables you will need
      5m 10s
    2. Creating tables in the Managing Tables window
      3m 59s
  5. 34m 47s
    1. Understanding relationship types
      6m 58s
    2. Diagramming relationships (with ER diagrams)
      8m 50s
    3. Determining which key fields you need
      5m 18s
    4. Defining primary and foreign keys
      7m 56s
    5. Creating relationships using the relationships graph and table occurrences
      5m 45s
  6. 50m 34s
    1. Deciding what fields you will need
      5m 34s
    2. Understanding field types
      7m 54s
    3. Defining fields
      9m 56s
    4. Using Auto Enter options in fields
      9m 33s
    5. Reviewing field validation options
      8m 16s
    6. Building with container fields
      9m 21s
  7. 14m 8s
    1. Creating and duplicating records
      5m 40s
    2. Editing and locking records
      4m 42s
    3. Deleting records and backing up files
      3m 46s
  8. 21m 6s
    1. Importing data
      9m 57s
    2. Importing records to refresh data
      7m 2s
    3. Exporting data
      4m 7s
  9. 18m 30s
    1. Understanding layouts
      4m 15s
    2. Using the Layout Assistant to create List views
      7m 59s
    3. Using the Layout Assistant to create labels and envelopes
      6m 16s
  10. 27m 11s
    1. Using the Layout Setup dialog box
      4m 54s
    2. Understanding layout parts
      4m 40s
    3. Understanding the new Inspector
      2m 26s
    4. Exploring the Status Area in Layout mode
      6m 46s
    5. Managing layouts and layout folders
      8m 25s
  11. 41m 9s
    1. Arranging, aligning, grouping, and locking layout objects
      11m 5s
    2. Placing and formatting objects, parts, and graphics
      4m 10s
    3. Formatting fields and applying field attributes
      8m 26s
    4. Setting field behaviors
      4m 4s
    5. Using the Tab Control feature
      9m 8s
    6. Setting tab order
      4m 16s
  12. 36m 48s
    1. Using the basic find functions
      7m 31s
    2. Reviewing new requests in the Find mode
      5m 54s
    3. Establishing search operators
      6m 43s
    4. Constraining or extending found sets
      3m 24s
    5. Finding records using date, time, or timestamp criteria
      5m 18s
    6. Using Fast Match and Quick Find
      4m 41s
    7. Working with saved finds
      3m 17s
  13. 17m 28s
    1. Sorting with one criterion
      6m 4s
    2. Sorting with related fields
      2m 18s
    3. Sorting with multiple criteria
      1m 36s
    4. Sorting using custom values
      3m 14s
    5. Sorting using buttons
      4m 16s
  14. 17m 14s
    1. Reviewing Field/Control styles
      5m 43s
    2. Creating and applying static value lists
      5m 20s
    3. Creating and applying dynamic value lists
      6m 11s
  15. 23m 52s
    1. Previewing pages and print options
      6m 20s
    2. Printing in different views
      2m 54s
    3. Sliding objects
      3m 26s
    4. Printing merge letters
      4m 53s
    5. Saving as a PDF or Excel file
      6m 19s
  16. 15m 1s
    1. Building simple reports with summary fields
      4m 36s
    2. Creating subsummary reports
      6m 51s
    3. Creating subsummary reports in Table view
      3m 34s
  17. 52m 19s
    1. Defining calculations
      2m 31s
    2. Exploring the Calculation dialog box
      5m 8s
    3. Using number functions
      12m 41s
    4. Using date and time functions
      4m 58s
    5. Using text functions
      11m 43s
    6. Using get functions
      4m 0s
    7. Using logic functions
      11m 18s
  18. 46m 56s
    1. Understanding scripts and script steps
      2m 23s
    2. Assigning script steps to buttons
      3m 54s
    3. Understanding the ScriptMaker dialog box
      8m 28s
    4. Creating multi-line scripts
      6m 44s
    5. Adding find criteria to a script
      4m 58s
    6. Understanding the If script step
      8m 36s
    7. Using script parameters
      4m 42s
    8. Reviewing the Send Mail option
      7m 11s
  19. 28m 0s
    1. Understanding script triggers
      2m 41s
    2. Using object-based triggers
      11m 58s
    3. Using layout-based triggers
      7m 51s
    4. Using file-based triggers (Open and Close scripts)
      5m 30s
  20. 56m 42s
    1. Using related fields
      7m 18s
    2. Creating portals and using portal filtering
      10m 38s
    3. Using related fields in calculations
      7m 6s
    4. Understanding multi-predicate relationships
      11m 11s
    5. Using the Go to Related Record script step
      7m 26s
    6. Creating a chart
      13m 3s
  21. 30s
    1. Goodbye
      30s

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