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Using the Layout Assistant to create labels and envelopes

From: FileMaker Pro 11 Essential Training

Video: Using the Layout Assistant to create labels and envelopes

In a previous movie we looked at using the Layout Assistant to create a new List View. You can also use the Layout Assistant to quickly create specialized layouts, like mailing labels or envelopes. FileMaker has labels and envelope sizes built right into the Assistant to make creating layouts very easy. In this movie, we will create customer mailing labels and customer mailing envelopes using the Layout Assistant. So first we are going to start by going to our Customers table and creating a new customer labels layout. In order to do this, we will have to first enter Layout mode, because that's the first step in creating a new layout.

Using the Layout Assistant to create labels and envelopes

In a previous movie we looked at using the Layout Assistant to create a new List View. You can also use the Layout Assistant to quickly create specialized layouts, like mailing labels or envelopes. FileMaker has labels and envelope sizes built right into the Assistant to make creating layouts very easy. In this movie, we will create customer mailing labels and customer mailing envelopes using the Layout Assistant. So first we are going to start by going to our Customers table and creating a new customer labels layout. In order to do this, we will have to first enter Layout mode, because that's the first step in creating a new layout.

Then we will invoke the new Layout Assistant, in this case by hitting the button in the Status toolbar. And then of course we go through our decisions that we need to make. What's the context of this layout? Since it's going to be customer mailing labels, we will keep it on Customers. Then we need to come up with a name, and we will call it Customer Mailing Labels, and choose to Include it in our layouts. Now we have to choose the layout type. If you notice all the way down on the bottom, we have an option for Labels.

There are actually two Labels in here. Vertical labels is for Japanese format only. So we are going to check Labels, and we see in the preview that this gives us mailing label type layouts. We are going to hit Next, and you will notice that the next view here, we can do one of two different things. We can use custom measurements to determine the total number of columns of labels across, as well as the width and height in inches. We can also manipulate our page margins, if need be. But the most common thing to do is use the label measurement for one of the templates that's stored within FileMaker.

You will notice that FileMaker stores layout default sizes for almost every single Avery label format available. You will see also that you've got options for DYMO labels, as well. DYMO and Avery are some of the leading producers of labels that you can buy at office supply stores. We will keep it on Avery 5160, which is one of the more popular label layout options. Hit Next, and now we are going to choose the fields that we want to have appear inside each label. But this is a little bit different than other layouts that we will create using this Layout Assistant, because when we choose the fields, they're going to appear inside this Label Contents box, which we can manipulate. I will show you.

First, let's pick the fields that we want to have appear. Let's say, first CompanyName, and we will hit Add Field. Now, you will notice something kind of peculiar here. We've got the double brackets on each side of the name. This indicates that this is what's called a merge field. So this entire text area is just going to be filled with merge fields, which is kind of cool, because it allows us to format them as text and also to put different text characters in between the different values. For example, here, we are going to actually hit the Return character on our keyboard to start another line, and then we are going to pick AddressStreet, and we are going to hit Return again.

Then we will choose AddressCity, but this time we will put a comma after it and a space, followed by AddressState, a space and then AddressZip. So in this case what we are doing is we are treating these fields just like they are placeholders, but in text format, allowing us to put spaces, return characters, add commas, and when we get into Layout mode, we can even add text formatting to them. So now we are going to hit Next. And now that we're finished, we can look at this in Preview mode or in Layout mode. Let's go into Layout mode first.

We will hit Finish. Now, you will notice that this is a unique type of layout, because its grayed out the two columns to the right. We've chosen Avery 5160 labels, which is three columns, three vertical columns, and FileMaker only allows us to manipulate the furthest left column, because of course whatever we put in that column is going to show up in the others as well, it just wraps around vertically from column to column. You'll see it's one big textbox and when we double-click on it, we can use our cursor, which is now using the Layout Text tool, to go up and change the format.

For example, we can say Style > Bold for the CompanyName and click outside of that. Now, you will see in the case of the merge field, it looks like some of these fields are bleeding off the side into the other column, but one of the things about merge fields is that they must occupy enough space on the layout to fit the whole name of the field, but when the data is placed in Preview mode, it won't necessarily take up that much space. So let's preview these in Browse mode by going to View > Browse mode and hitting Save. You will see that we've got only one record, and that's because we have to make sure that we are viewing these as a List.

So we will change that to view as List. We see that we've got various different records. Now when we go into Preview mode, by hitting this button here or by going under View to Preview, this will show us what it looks like when we print. So now it looks like Standard labels. Now if we feed Avery 5160 label forms into our printer and print these, they will print in perfect size into these three-column-across label layouts. Similarly, we can quickly create Envelope layouts for customers, as well.

Any new layout starts in Layout mode. So let's go View > Layout. Hit the New Layout/Report button, keep it in Customers, but call it Customer envelopes. Scroll all the way down to Envelope, hit Next, and we will do the same thing here. CompanyName, Return, Street, Return, City, comma, space, State, space, same thing we did in the last example.

We hit Next, we look at it in Layout mode, and you see, again, it's just text, but it's put into a special area into the Layout, because we've chosen envelopes. Now when we go into Browse mode, we can see that we are viewing them as forms, because it's just one record per page; thus only printing one address on every given layout. Because layouts are the primary way that your users will interact with your data, the Layout Assistant is a great way to quickly create new specialized layouts that use columns or specific templates for envelopes or Labels.

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This video is part of

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

94 video lessons · 15212 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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