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When setting up layouts to print in FileMaker, you really have two different options on how you're going to print the data. You can either print it as one record at a time, or you can print it as multiple records at a time. FileMaker Pro automatically defaults to printing all records in the current found set when you're printing. The most common way to print multiple records at a time is through a List View. If you recall, for each primary table in our database, we've already set up a List View. For example, you see I have got the Product List View, where as you see in Layout mode, we've created all the fields in one row and made the body only the height of the field's height.
But in addition to creating the layout of the style, we also need to make sure we've got the View as a list chosen. So if you look at this list in Preview mode, you see that all the records in our Found Set will print. In this case, we're getting multiple records on a printed page at any given time. The more records you can get onscreen usually makes the more efficient printing. For example, if we go into Layout mode and we select the body part, we'll notice in our Inspector, under Position, that the Height of the part is 18. However, if we change that to 35 and hit Enter, then go into Browse mode, saving our changes, if you see in Preview mode, you'll notice that the number of pages it takes to print the same amount of records is 3 pages.
But back in Layout mode, if we shrink up the body to just above the height of the field, in this case 18 because our fields are 14 pixels high. Now if we go back into Preview mode saving our changes, you'll see that we only have to print two pages and just barely two pages. Make sure you're designing these List Views efficiently, so that when you print them, it still uses little paper as possible but get as many records on a printed page as you possibly can.
Now let's navigate over to Browse mode again and choose the Product Detail Layout. So in cases where you want to create a layout for just one record at a time, you'll go under the View menu and make sure that you've got View As a Form; you can also choose that in your Layout toolbar, and as I mentioned before in the View menu. Now if you go onto Layout mode, you'll see that the body is much larger in this case; instead of 18 pixels high, it's 434 pixels. The idea behind this is if you go into Browse mode, this way only one record can be seen onscreen at a time.
But you want to make sure that you are viewing as a form; otherwise, if you go to print this record, you'll get more than one record fit onto one page, as you'll see if I change it to Viewing As a list - not the desired effect. So since FileMaker allows you to print any layout that you can view, you want to make sure that you set these layouts up, so that they are only showing one record at a time if it's a Detail View, or many records at a time if it's a List View; this will have both when you're browsing records, but also, additionally, when you're printing them.
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