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Chapter 7. Converting Files > Exporting FileMaker Data

Exporting FileMaker Data

It’s easy to export FileMaker records into another application—just as long as the receiving application can read one of the formats listed in Table 7.1 on page 83. FileMaker’s layouts can’t be exported, but you can use FileMaker to arrange the record fields in the same order as a particular layout, as well as select exactly which records are exported. Exporting XML (Extensible Markup Language) files is covered on page 278.

To export FileMaker records:

1.
Before you export the FileMaker database, use FileMaker’s Find and Omit commands to expand or narrow the Found Set to just the records you’ll want. Use FileMaker’s Sort command to then put the records in the order you want them to appear within the receiving document.

2.
In Browse mode ( in Windows/ on the Mac), choose File > Export Records (Figure 7.25).

Figure 7.25. To export data out of FileMaker, choose File > Export Records.


3.
When the Export Records to File dialog box appears, type in a name for the file and navigate to the folder where you want to store it. Use the Save as type pop-up menu to select a file format accepted by the application you’re exporting to and click Save (Figure 7.26).

Figure 7.26. Use the Save as type pop-up menu within the Export Records to File dialog box to pick a format accepted by your target application.


4.
When the Specify Field Order for Export dialog box appears (Figure 7.27), select fields in the left-side list you want to export, and click the center Move button to place them in the right-side list of fields to be exported. To export all the fields, click Move All (Figure 7.28). If you change your mind and want to remove a field from the right-side list, select it and click Clear.

Figure 7.27. Use the Specify Field Order for Export dialog box to pick and order the FileMaker fields you’re exporting.


Figure 7.28. Use the Specify Field Order for Export dialog box’s four buttons (Move and Clear never appear at the same time) to control which fields appear in the right-side list.


5.
Once you’ve moved all the fields you want to export into the right-side list, click and drag the double-arrows next to each field to rearrange the list’s export order.

6.
Choose one of two format options listed in the dialog box’s lower-left corner. Use the Format output using current layout button to export, for example, commas and dollar signs along with the numbers in any fields you’ve formatted that way. Use Don’t format output if you just want to export the raw, unformatted data.

7.
Click Export. FileMaker will then place the data into a file based on your chosen format, which you can now open in your other application (Figure 7.29).

Figure 7.29. Once the data is exported as tab-separated text, it can be opened in other applications, such as Excel.



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