Once you’ve done the basic construction for a layout—the parts, fields, and objects covered in the previous chapter—you’re ready to start the formatting and graphics detailing that will make your database visually inviting. Whether it’s choosing suitable fonts or adding a color graphic, this often time-consuming work can spell the difference between a so-so database that’s little used or a professional-grade product with immediate appeal.
Quite often you’ll find yourself working with text in a two-step process: You’ll add text for the information it provides and then later go back to style the text by choosing special fonts or colors. This section deals with the first step. For information on styling individual blocks of text, see Formatting Fields or Objects on page 189. To set database-wide text defaults, see To set formatting defaults on page 186.
Make sure you’re in Layout mode (
in Windows, 
on the Mac), then click the Text tool in the left-hand status area (Figure 12.1).Click in the layout where you want the text and start typing. An I-beam cursor marks your progress (Figure 12.2).
Tip
Because creating a text label for a field has no effect on the actual field name, you can create different labels in different layouts for the same field. The sales force, for example, may have an in-house name for something that the accounting folks call something else entirely. By creating a sales layout and an accounting layout—each with its own labels—everyone’s happy, even though the field’s actual name remains the same.
In either Layout mode (
in Windows, on the Mac) or Browse mode (
in Windows, 
on the Mac), click on the text you want to select. If you want to select an entire word, double-click. To select a full line of text, triple-click on it.Once you’ve selected the text, you can:
Delete it (press
).Cut it for pasting elsewhere (
in Windows, 
on the Mac).Replace it with other text (type in the new text or paste selected text from elsewhere).
Change its attributes, such as its font, size, or style (see following pages).
Default formats apply to fields and objects across the entire database. (To set attributes for individual fields and objects, see Formatting Fields or Objects, on page 189.) At times, you may want to set format defaults up front to save you the bother of formatting every time you create a new field. Other times, setting formats field by field may be exactly what you want to do. FileMaker, as usual, lets you do either.
Setting some basic database-wide defaults early on, however, gives you a foundation to build on. As you work along and find you want to change the format for an individual field or object differently, you can then use specific choices within the Format menu (Figure 12.3).
Figure 12.3. Depending on what you’ve selected, you can use the Format menu to set individual fields or database-wide defaults.
Make sure you’re in Layout mode (
in Windows, on the Mac) with nothing selected (otherwise some of the Format menu’s choices will be unavailable, signified by them being grayed out).Under the Format menu, choose any of the five middle items (Text, Number, Date, Time, Graphic) to set the default formatting. Examples of each of your selections will appear in that dialog box’s sample area. (For information on Button and Portal, see pages 228 and 243.) Here’s the rundown on each:
Text Format: With this dialog box (Figure 12.4), you can set the default Font, Size, Color, and Style. By clicking on the lower-left Paragraph button, you’ll reach the Paragraph dialog box (Figure 12.5) where you can set the default alignment, indents, and line spacing for text. Finally, by clicking on the Tabs button in the Paragraph dialog box, you’ll reach the Tabs dialog box. See To set text tabs on page 192.
Number Format: Within this dialog box (Figure 12.6), you can set the default to General Format, Leave data formatted as entered, Format as Boolean (Yes-No, True-False), plus control how many decimals you want showing, set a currency symbol to precede numbers (an unlikely database-wide choice unless every number field in the database deals with money), what sort of decimal separator you want (if any), and how negative numbers are displayed. The lower-right Text Format button, by the way, takes you back to the Text Format dialog box. Sorry, you can’t use it to set a different font for numbers only: If you go back and change the text settings, they’ll change in all default fields.
Date Format: Within this dialog box (top, Figure 12.7), you can choose to Leave date formatted as entered, Format as (with six different date formatting options) (Figure 12.8), or click the Custom radio button to reach still more choices (bottom, Figure 12.7).
Time Format: Within this dialog box (Figure 12.9), you’ve got another zillion choices on time formats. Who knew there were so many?
Graphic Format: Within this dialog box (Figure 12.10), you can use the three pop-up menus to control how graphics are cropped and fitted within your field’s frame. Use the Sample window to see how the various options will be displayed.
When you’re done making your default choices, click OK. Repeat to set other format defaults.
This section shows you how to change individual fields or objects. If you’re looking to set format defaults for the entire database, see To set formatting defaults, on page 186.) You can, by the way, format several fields at the same time—as long as you’re setting the same attribute in each field, such as text. The new Format Painter makes it much simpler to format fields or objects.
Anyone who has ever used the Format Painter in Microsoft’s Office program will instantly recognize FileMaker’s own Format Painter, which works identically. The Format Painter lets you apply nearly all the attributes of a text field or graphic object to other text fields or graphic objects. You cannot, however, apply text attributes to objects and vice versa.
Make sure you’re in Layout mode (
in Windows, on the Mac), then select the field or object whose formatting you want to use (the source field) (A, Figure 12.11).Click the Format Painter icon, which is part of the Standard toolbar, to activate the Format Painter (B, Figure 12.11).
Click the field or object to which you want to apply the formatting (the target field). Click and drag if you want to select several fields to format simultaneously (C, Figure 12.11). Release the cursor and the formatting will be applied (Figure 12.12).
Tips
If you change your mind midway through the process, press
to deactivate the Format Painter. The Format Painter’s brush-shaped cursor will return to the customary arrow shape.Having the Text Formatting toolbar visible (View > Toolbars > Text Formatting) lets you see which text attributes are currently selected, which makes it much easier to know if you’ve actually selected the source field.
The Format Painter uses the same steps to apply attributes from one object to another (Figure 12.13).
The Format Painter also can apply attributes to fields or objects in any other open database. Arrange the databases so that both windows are visible, then click the field or object whose formatting you want to use, click the Format Painter icon, and click the other database’s field or object (Figure 12.14).
While the Format Painter is a great way to apply multiple text attributes, it’s limited to attributes available in the Text Formatting toolbar. For applying attributes not in the toolbar, such as Strikeouts, Indents, and Tabs, see Setting multiple text attributes on the next page.
This approach can save you time if you want to change, say, a font’s size and style at the same time.
Select your text and choose Format > Text (Figure 12.15).
When the Text Format dialog box appears (Figure 12.16), use the drop-down menus to select the Font, Size, Color, and Style of your text. To set the alignment, indentation, or line spacing of text, click the Paragraph button in the lower left.
Once the Paragraph dialog box appears (Figure 12.17), you can set the text Alignment, Indent, and Line Spacing.
When you’re done, click OK.
Tip
It’s often quicker to format text via the Text Formatting toolbar (Figure 12.18). Just choose View > Toolbars > Text Formatting (Figure 12.19).
Select the text for which you want to set tabs and choose Format > Text (Figure 12.15).
When the Text Format dialog box appears (Figure 12.16), click the Paragraph button in the lower left. When the Paragraph dialog box appears (Figure 12.17), click the Tabs button.
When the Tabs dialog box appears (Figure 12.20), the current tab settings, if there are any, appear in the upper-left window. To change them, select one with your cursor and type in a new position number, and click Set.
To create a new tab, choose a Type in the upper-right panel, type in the position number, and click New.
To start over, click Clear.
To set a decimal tab, click the Align On radio button. If you want to use something other than a period, type it into the adjacent entry box.
Fill characters appear between tabbed items (usually dashes or periods). Type in your choice.
When you’re done, click OK.
Select the text to which you want to apply another font. To select multiple fields or objects, just press
as you click on each field or object.Choose Format > Font (Figure 12.21). When the drop-down menu of fonts appears, drag your cursor to the font you want and release the cursor. The selected text will change to the newly selected font.
Select the text or field containing text you want to change. To select multiple fields or objects, just press
as you click on each field or object.Choose Format > Size (Figure 12.22). When the drop-down menu of text sizes appears, drag your cursor to the size you want and release the cursor. The selected text will change size.
Select the text or field containing text you want to change. To select multiple fields or objects, just press
as you click on each field or object.Choose Format > Style (Figure 12.23). When the drop-down menu of text styles appears, drag your cursor to the style you want and release the cursor. Since text can have multiple styles (bold with italic with underline), continue using the drop-down menu until you’ve applied all the desired styles.
Select the text or field containing text you want to change. To select multiple fields or objects, just press
as you click on each field or object.Choose Format > Align Text (Figure 12.24). When the drop-down menu of alignment choices appears, drag your cursor to the alignment you want and release the cursor. The alignment of the selected text will reflect your new choice.
Select the text or field containing text you want to change. To select multiple fields or objects, just press
as you click on each field or object.Choose Format > Line Spacing (Figure 12.25). When the drop-down menu of spacing choices appears, drag your cursor to the one you want and release the cursor.
If single or double line spacing won’t do, choose Custom, which opens the Paragraph settings dialog box (Figure 12.26).
Use the Line Spacing section to set your line Height and the spacing Above and Below the line. The drop-down menus for each allow you to make your spacings based on the number of lines, inches, pixels, or centimeters.
Once you’re ready, click Apply, then click OK.
Select the text or field containing text you want to change. To select multiple fields or objects, just press
as you click on each field or object.Choose Format > Text Color (Figure 12.27). When the drop-down menu of colors appears, drag your cursor to the one you want, and release the cursor. The text will change to the color you’ve chosen.
Tip
If you want to use a custom color, choose Other Color in step 2, and use the dialog boxes that appear to pick your color (Figure 12.28). When you’re done, click OK and the new color will be applied.
Make sure the field you want to format is, in fact, a number-type field. (You can check via the Define Fields dialog box:
in Windows, on the Mac.)Choose Format > Number (Figure 12.29), which will open the Number Format dialog box (Figure 12.30).
Make your choices (for specifics on the dialog box, see step 2 of To set formatting defaults, on page 186). Click OK.
Make sure the field you want to format is a date-type field. You can do this by checking the Define Fields dialog box:
in Windows, on the Mac.Choose Format > Date (Figure 12.31), which will open the Date Format dialog box (Figure 12.32).
Make your choices (for specifics on the dialog box, see step 2 of To set formatting defaults, on page 186). Click OK.
Make sure the field you want to format is a time-type field. You can do this by checking the Define Fields dialog box:
in Windows, on the Mac.Choose Format > Time (Figure 12.33), which will open the Time Format dialog box (Figure 12.34).
Make your choices (for specifics on the dialog box, see step 2 of To set formatting defaults, on page 186). Click OK.
Make sure the field you want to format is a container-type field, which is the only kind that can accept a graphic (see page 108). You can do this by checking the Define Fields dialog box:
in Windows, on the Mac.Choose Format > Graphic (Figure 12.35), which will open the Graphic Format dialog box (Figure 12.36).
Make your choices, using the three pop-up menus to control the placement of the graphic within its field, then click OK.
The Layout status area includes a powerful collection of tools for adding graphic interest and emphasis to your layouts (Figure 12.37).
Figure 12.37. The Layout mode’s status area contains drawing, fill, and pen tools for adding graphic impact to your layouts.
Pointer Tool: Use this tool to select or resize fields and objects.
Text Tool: Though it’s nestled amid the draw tools, this tool’s really for, well, text. See Working with Text on page 184 for more information.
Line Tool: Use this tool with the Pen Tools to create lines of varying width, color, and pattern.
Shape Tools (rectangle, rounded rectangle, oval): Use the three tools with the Fill Tools to create shapes of varying colors and patterns. Also see To change the stack order of objects on page 175 for information on how to arrange overlapping shapes.
Button, Portal Tools: Buttons are used to trigger scripts and, so, are covered in Using Templates and Scripts, on page 209. Portals are views of data from other databases and, so, are covered in Creating Relational Databases, on page 231.
Fill Tools (color, pattern, object effects): Use these three tools (Figure 12.38) with the Shape Tools. Each offers a variety of choices via their drop-down menus (Figure 12.39). The Object Effects tool lets you easily add some visual flourishes previously confined to full-fledged graphics programs.
Pen Tools (color, pattern, line width): Use this trio of tools (Figure 12.40) with the Line Tool. Like the Fill Tools, these three tools operate via drop-down menus (Figure 12.41).
Switch to Layout mode (
in Windows, on the Mac), then click on the tool of your choice. When it’s active, it will become gray (left in Figure 12.42).
Tips
It’s easy to accidentally unselect a tool. To keep it selected until you deliberately click on another tool, double-click the tool. It will become black to indicate it’s locked on (right in Figure 12.42).
To toggle between any tool and the Pointer tool, press
(the one by the numeric keypad).
Switch to Layout mode (
in Windows, on the Mac), then click on the drawing tool of your choice: Line, Rectangle, Rounded Rectangle, or Oval.Click with your cursor where you want the shape to begin and drag the cursor to where you want the shape to end. See Table 12.1, FileMaker’s Object Drawing Tools, for more details.
Table 12.1. FileMaker’s Object Drawing Tools
TOOL ICON | SHAPE | ACTION |
|---|---|---|
| Line | Select Line Tool. Click on start point, and press cursor until end point reached. |
Horizontal, vertical, or 45-degree line | Select Line Tool. Press | |
| Rectangle | Select Rectangle Tool. Click on start point and drag cursor until rectangle is the size you want. |
Square | Select Rectangle Tool. Press | |
| Rounded rectangle | Select Rounded Rectangle Tool. Click on start point and drag cursor until rectangle is the size you want. |
| Oval | Select Oval Tool. Click on start point and drag cursor until oval is the size you want. |
Circle | Select Oval Tool. Press |
Make sure you’re in Layout mode (
in Windows, on the Mac), then click on the object. To select multiple objects, hold down before clicking on the objects.Small squares will appear on each corner of the object to let you know it’s been selected. Continue holding down your cursor and drag the object where you want it. A dotted outline of the object will mark your movement until you release the cursor (Figure 12.43).
Tips
You also can select multiple objects with the Pointer Tool by pressing and holding down the cursor, then dragging the resulting square to include the objects (Figure 12.44).
To select everything in a layout, use the Select All keyboard command (
in Windows, 
on the Mac).
Select the Pointer Tool, then click on the object.
Handles (small black squares) will appear at the object’s corners. Click on any handle and drag it to reshape the object. A dotted outline of the object’s new shape will mark your movement until you release the cursor (Figure 12.45).
Tip
If you want more precision in resizing an object (such as making its size identical to other objects), use the Size palette: Click on the object, then choose View > Object Size, and use the palette to enter measurements for the object. When done, press
in Windows, 
on the Mac. The selected object will assume the sizing you entered.
Setting a fill color, pattern, or effect is like setting a default: You start by making sure nothing is selected.
To change an object’s existing fill color or pattern, select the object using the Pointer Tool (Figure 12.46).
Now click on one of the Fill tools to select a color, pattern, or effect (Figure 12.47).
When the tool’s drop-down menu appears, drag your cursor to the choice you want and release the cursor. The fill will be applied to the object (Figure 12.48).
Setting the pen color, pattern, or width is like setting a default: You start by making sure nothing is selected.
To change an existing line, select it using the Pointer Tool (Figure 12.49).
Now click on any of the Pen tools that control color, pattern, or line width (Figure 12.50).
When the tool’s drop-down menu appears, drag your cursor to the line style choice you want and release the cursor. The selected line will change to reflect your choice (Figure 12.51).
To set the defaults for field borders, fills, or baselines, first make sure nothing is selected.
To change an existing field’s borders, fills, or baselines, first select it using the Pointer Tool. This procedure applies to fields only, not other objects.
Choose Format > Field Borders (Figure 12.52).
When the Field Borders dialog box appears (Figure 12.53), use the lower-left drop-down menu to set the borders, fill, or baselines.
Figure 12.53. When the Field Borders dialog box first opens, the lower-left drop-down menu is already set to Borders.
In setting field borders, the four upper-left boxes control the boundary around the field. The results of your choices appear in the upper-right Sample area. Checking Text baselines will place horizontal lines within fields containing multiple lines of text. Checking Between repeating values will separate repeating field entries with lines.
In setting field fills (Figure 12.54), the action is down at the bottom left where two drop-down menus let you set the color and the pattern. In our example, we’ve selected a dark color, which is shown in the Sample area.
Figure 12.54. Choose Fill from the Field Borders dialog box’s drop-down menu to control field color and pattern.
In setting field baselines (Figure 12.55), your choices are confined to the three bottom drop-down menus: color, pattern, and line weight.
When you’ve made your choices, click OK.
