Hort 560 - Lab #2

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Lab #2 - Creating a FileMaker Pro Database Part II
Working with layouts and buttons
------------ FOR WINDOWS ------------

Due January 19, 2005

OBJECTIVE: Part II: Modify the layout of your mailing list database, add various graphical elements to improve its appearance, and incorporate several buttons that make working with the database a lot easier.
Using the initial database created for Part I, it is time to learn how to change the location of fields on the screen to improve its appearance and incorporate buttons that help you add new records, delete existing ones, and navigate through your different records. Specifically, you need to: (1) rearrange your database to enhance readibility on the screen, add several graphical features (lines, boxes, circles, or clipart) that improve the visual appeal of your database, and (3) add four buttons that allow you to add a new record, delete an existing one, browse forward, and browse backward through the database.

INSTRUCTIONS:

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1.

To change the appearance of your database, you switch from the Browse mode to the Layout mode under Mode in the main menu.
To move a number of items at one time (field names or field boxes) you click on one of them with your mouse, hold down the shift key, and click on another one. As you select an item, each of its four corners will contain a box. Once you choose all the items you want, move your mouse to the center of a selected item, click and hold down your finger, and drag the items to their new location. This saves having to move each one separately.
In order to make a field bigger (or smaller) on the screen and show more (or less) information, click on the field with your mouse. Then drag any of the corners to whatever size you want.

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2.

If field names and field boxes don't seem to want to move to exactly where you want them, look to see if ObjectGrids is checked under the Arrange menu. I usually turn this off.

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3.

Once you have your names and boxes roughly in the right position, you can use the Alignment option under the Arrange menu item to line things up in a variety of ways. Start by clicking the two field names and two field boxes (ID and Type of Firm) at the top of the page. Click on Set Alignment from the Arrange menu. Choose Align bottom edges under the Top to Bottom section and None under the Left to Right section. Click OK. If it doesn't work, click Edit, Undo Align and start over. This tool is especially useful for getting your layout lined up.

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4.

Alternatively, you can use the built-in T-Squares for visually arranging fields and text on your page. This is done by choosing T-Squares from the Show menu. Click on T-Squares. You can then move them around on the page by clicking on the line with your mouse, holding down on the mouse button, and dragging it to the desired location. To turn off the T-Squares, click on T-Squares from the Show menu.

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5.

Adding graphical elements (text, boxes, lines, and even pictures) to your layout is a nice way to improve the look of your database. Start with the title. Add a box around it by clicking on the rectangular drawing tool on the left hand side of the screen (located under the rolodex). Position your mouse on the screen where you want to start drawing the box, hold down and drag to the right and down until you get the size you want, let up on the mouse button. Your box will be filled in by the currently selected color that shows up next to the paint can (located below the drawing tools). You can change the fill color by clicking on the color selector above the paint can. Creative use of overlapping boxes, text, or ovals of different colors gives the illusion of a shadow or 3d effect.

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6.

When you start working with overlapping graphics, you want to be able to control which one is on top and which is on bottom. This is very easy to do. Just select one of the objects with your mouse, then go to Arrange and choose from one of the following: Bring to front, Bring Forward, Send to Back, or Send Backward. Think of each object (text, box, circle, or line) as a layer. If you set the color of the background box to red, you might want to change some text on top to white. First, click on the Text tool (the capital A located in the drawing toolbox), move your mouse to a previously created text section (such as the title), highlight the text by clicking your mouse in front of the first letter and dragging your mouse across the rest of the letters. Select Text color from the Format menu, and then pick your color.
Playing around with these drawing tools is the only way to get use to them. Think creatively. HINT: To get the City/State/Zip text under Address, modify the existing City text label and delete the other two (State and ZIP).

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7.

The last thing to do is to add some buttons to the footer space on your layout. Select the button tool from the drawing tools by clicking once. Move your mouse over to the layout, in some clear area. Notice, the mouse is now in the shape of a "+". Click and drag your mouse to draw a rectangular shape on the page

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8.

Release the mouse button and a button shape will appear. A menu for choosing what the button does automatically appears. Click on the scrolling bar to look at all the choices. Choose New Record/Request under the section marked Records. The cursor will then be centered in the middle of the button, type "New Record" and then click somewhere outside the button. You can resize the button by clicking once on it and then dragging the corners. You can also change the look of the button by clicking on it once, and then clicking your right mouse button.

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9.

Repeat these steps and make three more buttons that will do the following: Delete Record/Request under the section marked Records, New Record/Request under the section marked Records, Go to Record/Request/Page under the section marked Navigation. Do this last one twice. Under the Specify option, choose Next for one button and Previous for another.

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10

Lastly, position your mouse on the "Footer" label at the bottom of the page. Click and drag this down to make the footer space wide enough to hold your four buttons. After moving the buttons down, you can pull the body label up a little. This will make your layout look a little more organized. You can always increase or decrease the amount of space devoted to Header, Body, or Footer, as needed. Switch back to the Browse mode and try your new buttons out. Buttons don't operate in the Layout mode.
Print a page that shows the layout of your database. Choose Print from the File menu. Select Pages under Print range and enter 1 next to from and to. Turn this in. Save your work on your floppy disk by choosing File, Close. Exit the program by choosing File, Exit.
That's all. Wasn't that easy ?

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s T E P 1.	To change the appearance of your database, you switch from the Browse mode to the Layout mode under Mode in the main menu. To move a number of items at one time (field names or field boxes) you click on one of them with your mouse, hold down the shift key, and click on another one. As you select an item, each of its four corners will contain a box. Once you choose all the items you want, move your mouse to the center of a selected item, click and hold down your finger, and drag the items to their new location. This saves having to move each one separately. In order to make a field bigger (or smaller) on the screen and show more (or less) information, click on the field with your mouse. Then drag any of the corners to whatever size you want.
s T E P 2.	If field names and field boxes don't seem to want to move to exactly where you want them, look to see if ObjectGrids is checked under the Arrange menu. I usually turn this off.
s T E P 3.	Once you have your names and boxes roughly in the right position, you can use the Alignment option under the Arrange menu item to line things up in a variety of ways. Start by clicking the two field names and two field boxes (ID and Type of Firm) at the top of the page. Click on Set Alignment from the Arrange menu. Choose Align bottom edges under the Top to Bottom section and None under the Left to Right section. Click OK. If it doesn't work, click Edit, Undo Align and start over. This tool is especially useful for getting your layout lined up.
s T E P 4.	Alternatively, you can use the built-in T-Squares for visually arranging fields and text on your page. This is done by choosing T-Squares from the Show menu. Click on T-Squares. You can then move them around on the page by clicking on the line with your mouse, holding down on the mouse button, and dragging it to the desired location. To turn off the T-Squares, click on T-Squares from the Show menu.
s T E P 5.	Adding graphical elements (text, boxes, lines, and even pictures) to your layout is a nice way to improve the look of your database. Start with the title. Add a box around it by clicking on the rectangular drawing tool on the left hand side of the screen (located under the rolodex). Position your mouse on the screen where you want to start drawing the box, hold down and drag to the right and down until you get the size you want, let up on the mouse button. Your box will be filled in by the currently selected color that shows up next to the paint can (located below the drawing tools). You can change the fill color by clicking on the color selector above the paint can. Creative use of overlapping boxes, text, or ovals of different colors gives the illusion of a shadow or 3d effect.
s T E P 6.	When you start working with overlapping graphics, you want to be able to control which one is on top and which is on bottom. This is very easy to do. Just select one of the objects with your mouse, then go to Arrange and choose from one of the following: Bring to front, Bring Forward, Send to Back, or Send Backward. Think of each object (text, box, circle, or line) as a layer. If you set the color of the background box to red, you might want to change some text on top to white. First, click on the Text tool (the capital A located in the drawing toolbox), move your mouse to a previously created text section (such as the title), highlight the text by clicking your mouse in front of the first letter and dragging your mouse across the rest of the letters. Select Text color from the Format menu, and then pick your color. Playing around with these drawing tools is the only way to get use to them. Think creatively. HINT: To get the City/State/Zip text under Address, modify the existing City text label and delete the other two (State and ZIP).
s T E P 7.	The last thing to do is to add some buttons to the footer space on your layout. Select the button tool from the drawing tools by clicking once. Move your mouse over to the layout, in some clear area. Notice, the mouse is now in the shape of a "+". Click and drag your mouse to draw a rectangular shape on the page
s T E P 8.	Release the mouse button and a button shape will appear. A menu for choosing what the button does automatically appears. Click on the scrolling bar to look at all the choices. Choose New Record/Request under the section marked Records. The cursor will then be centered in the middle of the button, type "New Record" and then click somewhere outside the button. You can resize the button by clicking once on it and then dragging the corners. You can also change the look of the button by clicking on it once, and then clicking your right mouse button.
s T E P 9.	Repeat these steps and make three more buttons that will do the following: Delete Record/Request under the section marked Records, New Record/Request under the section marked Records, Go to Record/Request/Page under the section marked Navigation. Do this last one twice. Under the Specify option, choose Next for one button and Previous for another.
s T E P 10	Lastly, position your mouse on the "Footer" label at the bottom of the page. Click and drag this down to make the footer space wide enough to hold your four buttons. After moving the buttons down, you can pull the body label up a little. This will make your layout look a little more organized. You can always increase or decrease the amount of space devoted to Header, Body, or Footer, as needed. Switch back to the Browse mode and try your new buttons out. Buttons don't operate in the Layout mode. Print a page that shows the layout of your database. Choose Print from the File menu. Select Pages under Print range and enter 1 next to from and to. Turn this in. Save your work on your floppy disk by choosing File, Close. Exit the program by choosing File, Exit. That's all. Wasn't that easy ?