Turn a contact list
into a working file.

A small file you can explain.

In lesson 1, you planned a Contacts table. Now you’ll build it. At the end, you should be able to point to a field definition, a stored value and a record—and explain how they differ.

• Use FileMaker Pro 26 on a Mac. A FileMaker license or trial is required separately.
• Read lesson 1 first if tables, records or fields are unfamiliar.
• Create a new practice file. Do not change a file you use for work.
• Use the fictional contacts below. No customer information is needed.

Keep the built-in theme that FileMaker gives the new file. No Filesoft theme, add-on or other purchase is needed for this exercise.

FIRST / DECIDE WHAT BELONGS TO A CONTACT

Names and email are text.

We’ll add three fields. Use these names exactly so later lessons are easy to follow. A field name is a label for a kind of information; Linh and Nguyen are values that belong in two of those fields.

Text is appropriate for names and email addresses. A Number field is useful for quantities you calculate with; a Date field is useful for dates. An email address is neither.

Choosing Text does not make Email a mail-sending button or check that an address exists. For now, it simply stores what you type.

STEP 1

Create a separate practice file.

1. Make a folder called Filesoft Training in Documents.
2. In FileMaker Pro, choose File → Create New, choose Blank, then click Create.
3. Name the file My Contacts and save it in your training folder. FileMaker uses the .fmp12 extension.
4. In the Manage Database dialog, open the Tables tab. Select the initial table, rename it Contacts, and click Change.
5. Open the Fields tab and check that Contacts is the selected table.

STEP 2

Add three fields. Keep the default ID.

Look through the default fields first. Keep the primary key and the creation/modification fields. The primary key should be generated automatically for each new record; leave its existing auto-entry options in place.

If the default primary key is missing, stop here. Your FileMaker default-field settings may differ. The starting file below provides the default fields; do not invent IDs or use names as a replacement.

1. In the Fields tab, enter FirstName in Field Name, choose Text, then click Create.
2. Repeat for LastName and Email, both Text.
3. Check that each new field appears once and has the right type.
4. Click OK to close Manage Database.

You have changed the structure, but you have not entered any contacts yet. A field definition describes the space available in every record.

STEP 3

Give each person a record.

Choose View → Browse Mode. Use View → View as Table for a compact list. Include the three contact fields through Modify if needed. Leave system fields alone.

1. Check the record count. If the file has no records, choose Records → New Record. If it already has one empty record, use that record.
2. Enter Linh in FirstName, Nguyen in LastName and linh@example.com in Email. Click outside the fields to finish the entry.
3. Choose New Record for Alex Rivera, then again for Alex Morgan. Enter the values below.
4. Confirm that you have three records, not three sets of fields.

The two Alex records are different people. A name is useful for reading; the primary key is useful for identifying a record. Their generated IDs should differ even though their first names match.

FileMaker saves changes as you work. Finish editing a record before moving on. Before making a Finder backup of this local practice file, close it in FileMaker, then copy the closed file to a clearly named backup folder.

YOUR TURN / ABOUT FIVE MINUTES

Add Sam without changing the structure.

1. Add a fourth record for Sam Patel, with sam@example.com.
2. Check that Sam has an automatically generated ID.
3. Change Sam’s email to sam.patel@example.com and finish editing. Check that Sam’s ID stayed the same.
4. Close and reopen your file. Confirm that the four contacts are still there.
5. Explain why you used New Record instead of adding another FirstName field.

Starting file: Contacts is already named, with the five default fields and one empty record; continue at Step 2. Example: all eight fields and the three fictional contacts, ready to compare with your work. Both ZIPs include a Read Me. These are practice files, not secured production apps. The example retains the developer automation permissions.

A QUICK REVIEW

Check your understanding.

Choose an answer for each question. Read the explanations and try again whenever you want.

Your answers and scores stay in this page’s memory. We count fully answered quiz submissions without receiving your answers or score.

First make it work. Then make it clearer.

Your first contact file has a structure you understand and records you can edit. In lesson 3, we’ll arrange a simple entry layout and explore Browse mode versus Layout mode.

Keep your working file and continue to lesson 3 ↗. Continue with the layout walkthrough.