Each FileMaker record can be spell checked by FileMaker’s built-in main dictionary, which contains an impressive 100,000 words, and by a special user dictionary of up to 32,000 words. If you frequently use special terms not commonly found in a dictionary—medical terms or irregular trademarks like FileMaker—you’ll want to create one or more user dictionaries.
By default the main dictionary checks all FileMaker files, while you select which files are checked by a user dictionary. In fact, each FileMaker database can be linked to its own user dictionary. This allows you to link a medical database to a user medical dictionary or link a music-oriented database to a user dictionary of performing artists’ names. Once that file-to-dictionary link is made, you need not specify it again.
In any case, you create the user dictionaries, either by importing an existing text file of your own special terms or by adding words one by one to an empty user dictionary created by FileMaker.
One more thing: FileMaker gives you the option to check your spelling as you type. For more information, see Setting FileMaker’s Preferences on page 323.
When you have a record or layout to spell check, choose Edit > Spelling. The submenu will then offer you the choice of checking the spelling of only what you’ve already highlighted (Check Selection), the entire record currently on your screen (Check Record), or the records browsed in the current session (Check All) (Figure 6.1). Choose one and release your cursor and the Spelling dialog box will appear.
If the dictionary says the selection is spelled correctly, click Done (top, Figure 6.2). If FileMaker suspects that the word is misspelled, it will display one or more possible replacement words (bottom, Figure 6.2). Click the one you prefer—or type in your own choice—then click the Replace and Done buttons.
If the word isn’t in FileMaker’s dictionary because it’s a formal name or special term, you can click Skip or Learn, and then click Done when that button appears. Clicking Learn will add the word to the current user dictionary. If you have not created a special dictionary for this file, FileMaker will automatically create one named
USER.UPRand place it in the System folder (Windows) or the FileMaker Extensions folder (Mac).
Choose Edit > Spelling > Select Dictionaries (Figure 6.3).
In the dialog box that appears, click your cursor on the Files of type drop-down menu (Windows) or the Show pop-up menu (Mac) and choose User Dictionary (Figure 6.4).
Figure 6.4. Use the Files of type drop-down menu (top, Windows) or the Show pop-up menu (bottom, Mac) to choose the Main Dictionary or a specially created User Dictionary.
Within the Select Dictionaries dialog box’s File name text box, type what you want to call your new user dictionary. Make it something recognizable, such as tmark for a special trademark dictionary. Be sure to include .uprat the end of the file name (Figure 6.5). When you’re done, click New. Once the new dictionary appears in the main list, close the dialog box.
Within the Open dialog box, click New (top, Figure 6.6). When the New User Dictionary dialog box appears (bottom, Figure 6.6), navigate to the FileMaker Extensions folder and type a name for your new user dictionary in the Save As text window. Use an easy to remember name, such as tmark for a special trademark dictionary. Once you’re done, click Save.
Once you’ve created more than one user dictionary, you’ll need to select which one—if any—you want to apply to any new FileMaker databases. You can also use these steps to switch your main dictionary from US English to UK English.
Choose Edit > Spelling > Select Dictionaries (Figure 6.3).
In the dialog box that appears, click your cursor on the Files of type drop-down menu (Windows) or the Show pop-up menu (Mac) (Figure 6.4). When the choices—Main Dictionary and User Dictionary—appear, choose User Dictionary. (When you want to change your main dictionary, choose Main Dictionary.)
Pick which user dictionary you want assigned to the current FileMaker database by double-clicking its name in the dialog box, or by highlighting the name and clicking Select (Figure 6.7). If you’ve stored the dictionary in another folder, navigate your way there and double-click it.
Figure 6.7. Pick a dictionary by double-clicking its name within the main window of the Select Dictionaries dialog box (top, Windows; bottom, Mac).
This also is where you can switch your main dictionary. If necessary, use the dialog box’s main window to navigate to the dictionary you’re seeking.
Tip
Occasionally, you may want to check words only against the main dictionary and not use any user dictionaries. To do so, choose Edit > Spelling > Select Dictionaries. Within the dialog box that appears, click the None button (Figure 6.5, Windows; top, Figure 6.6, Mac).
Editing a dictionary allows you to add and remove words one by one or import an existing text file of special terms you’ve created in another application.
First make sure you’ve selected the right dictionary to edit. (For more information, see To select or switch dictionaries on the previous page.) Choose Edit > Spelling > Edit User Dictionary (Figure 6.8).
When the dictionary’s dialog box appears, type the word you want to add into the Entry text box, then click Add (Figure 6.9). To remove words, navigate through the list within the top text box, click on the word you want removed, and click Remove. You can continue adding or removing words one by one until you’re done. If you’ve already built a list of special terms in another application, you can use this dialog box to import them as a text file (see To import or export a text file on the next page.)
When you’re done editing the dictionary, click OK to close the dialog box.
You must first convert your original special-terms file to plain text so that FileMaker can recognize it. For example, if you created the list in Microsoft Word, use that application’s export feature to convert it to a text file.
Within FileMaker, choose Edit > Spelling > Edit User Dictionary (Figure 6.8).
- When the dictionary’s dialog box appears, click Text File and then click Import or Export when the buttons appear (Figure 6.10). (You can use this same process to export a user dictionary you’ve built within FileMaker to use in another application.)
- When the dictionary’s dialog box appears, click the triangle just to the right of Text File (Figure 6.11). Click the Import or Export button.
Use the dialog boxes to navigate your way to the file you want to import. Once you find it, click Open, then OK (Windows) or Save (Mac).
When you’re done importing or exporting, click OK to close the dictionary dialog box.
