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How To Use The ID Maker by thebest11

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									   How To Use The ID Maker
The I.D. Maker is a new and
exciting way to create student
identification      cards.           Once
student data is entered in the
I.D.   Maker,         work     for    the
counseling staff is simplified,
student information is more
readily accessible to teachers,
and clerical staff are able to
produce letters and mailings at
the touch of a button.


The    I.D.    Maker         has     been
created       using     a     database
software       application         called
FileMaker Pro. It can be used
over a local area network or a
centralized computer in the
counseling office.            The I.D.
Maker does not replace the
existing      SIS      system         and
                                            PLEASE NOTE: Prior to starting step one
procedures. It can, however, be             of this guide, FileMaker Pro 4.0 should be
                                            installed on your hard drive and the I.D.
used to manage current student
                                            Maker file should be made accessible from
data and enhance the school’s               your desktop (from either a local or
                                            network shortcut).       In addition to
filing system.                              FileMaker Pro, the Connectix QuickCam
                                            software and drivers should be installed on
                                            your hard drive, and the Connectix
This guide will show you how to             QuickCam camera must be connected to
use the I.D. Maker.                         the computer if you wish to take student
How To Use The I.D. Maker




                                     Table of Contents

       1. Enter Student Information                                              Page 1

       2. Take A Student’s Picture & Complete The Form                           Page 8
       3. Make Student Identification Cards                                      Page 13
       4. Make Counseling Easier                                                 Page 16
       5. Sort Through Records                                                   Page 23
       6. Find A Record                                                          Page 26
       7. View Records                                                           Page 29
       8. Learn More About FileMaker Pro                                         Page 33




An Adobe Acrobat version of this guide is also available on the Internet at the following URL:


                            daceweb1.lausd.k12.ca.us/guides/


If the web site is too busy, try one of our other sites:


                                    dace-lausd.net/guides/

                                                   or

                                    dace-lausd.org/guides/

Additional “How To” guides are located on these sites, including How To Customize The I.D.
Maker. Copies of this guide can also be obtained by faxing a request to The DACE Technology
Services Unit: (213) 250-9934.
How To Use The I.D. Maker



 1. Enter Student Information
             The first step in allowing the I.D. Maker to perform properly is to
             enter information in the Student Information form. It is
             recommended that this step be performed at the school’s current
             picture I.D. location.

            NOTE: FileMaker Pro database files automatically open to the most
            recently entered record. The record is automatically displayed in a
            Browse mode that will allow you to enter student data. The data is saved
            automatically upon exiting the program. The file should be named with a
            date (i.e. 98-99 School Year) to assist record keeping practices.



     Action Steps

             What you type or do                      What Happens

       1.   Double-click the             The FileMaker Pro application is
            FileMaker Pro icon           launched from the original file or
            located on your              shortcut on your desktop, and is opened
            desktop.                     to the most recent record.


       2.   Click the Status Area        A Control Bar appears.
            Control button, located
            on the lower left portion
            of the screen. (If not
            already selected)




                                                                                            If needed, the
       3.   Click the Zoom-In            The form is enlarged for better viewing.           Zoom-Out
            button so that the form                                                         button can
                                                                                            reduce the
            appears at 100 or 150        The number before the Zoom-Out button              image size for
            percent. (If not already     displays the current viewing percentage.           better
            zoomed in)                                                                      viewing:




                                                                        Continued….


                                                                                       Page 1 of 35
How To Use The I.D. Maker




      Action Steps

              What you type or do                 What Happens
                                                                                       Some
       4.    Click the down arrow     Layout options are displayed in a pull-          illustrations in
             on the Control Bar.      down menu.                                       this guide
                                                                                       may appear
                                                                                       slightly
                                                                                       different from
                                                                                       the database
                                                                                       on your
                                                                                       screen.

                                                                                       Do not be
                                                                                       alarmed. The
                                                                                       steps outlined
                                                                                       in this guide
                                                                                       are the same
                                                                                       for all I.D.
                                                                                       Maker
                                                                                       databases.




            What you type or do                   What Happens

       5.    Click Student            The Student Information form is
             Information.             displayed.
             .

       6.    Click Mode from the      Mode options are displayed.
             top Main Menu bar.


       7.    Click New Record         A new individual student record is
             from the Mode options.   created, and a new Student Information
                                      form is displayed with fields.



                                                                    Continued….


                                                                                  Page 2 of 35
How To Use The I.D. Maker




     Action Steps

           What you type or do                    What Happens
                                                                                       A text box in
      8.   Notice that the Date       The cursor is placed in the Date field.          FileMaker
           field, on the far right,                                                    Pro is called a
                                                                                       field.
           has automatically been
           entered.
                                      The cursor is moved to the Last Name
           Press Tab                  field.


      9.   Type the last name of      The name is entered in the Student Last
           the student.               Name data field.

                                                                                      You can
      10. Press Tab                   The cursor moves to the next field.             move around
                                                                                      the screen by
                                                                                      pressing the
                                                                                      Tab key or by
      11. Type the first name of      The name is entered in the Student First        clicking
          the student.                Name data field.                                directly on
                                                                                      the text box.

      12. Press Tab                   The cursor moves to the next field.


      13. Type the middle name The name is entered in the Student
          of the student.      Middle Name data field.


      14. Continue the process        Data is entered in the designated fields.
          of entering data and
          pressing the Tab key
          until you reach the
          city address box.



                                                                    Continued….




                                                                                  Page 3 of 35
How To Use The I.D. Maker




        Action Steps

              What you type or do                 What Happens
                                                                                         If a city is not
         15. When you press the       The city is entered into the City Address          located in the
             Tab key to reach the     field.                                             pop-up list,
                                                                                         you may enter
             city address box, a                                                         a city that is
             pop-up list will                                                            not listed by
             automatically display                                                       clicking the
             a listing of city                                                           text box and
             options.                                                                    typing the
                                                                                         name of the
                                                                                         city.
              Place the mouse over    Once a city is selected from the menu,
              the desired city.       the cursor will automatically be moved
              Then, click the mouse   to the Zip Code field.
              button to make a
              selection.




                                                                                         The options
                                                                                         displayed in
                                                                                         the pop-up
                                                                                         menus will
                                                                                         vary by
                                                                                         school
                                                                                         location.

                                                                                         Your school’s
                                                                                         designated
                                                                                         Counseling
                                                                                         staff member
                                                                                         determines
                                                                                         options for
                                                                                         the pop-up
                                                                                         menus.

                                                                                         Refer to the
                                                                                         How To
                                                                                         Customize
                                                                                         The I.D.
                                                                                         Maker For
                                                                                         Your School
                                                                                         guide for
                                                                                         additional
                                                                     Continued….         information,
                                                                                         if needed.


                                                                                   Page 4 of 35
How To Use The I.D. Maker




        Action Steps

               What you type or do                  What Happens
                                                                                          If you
         16. Select a Zip Code          Zip Code information will be entered              manually
             from the pop-up list, or   and the cursor will automatically move            typed in the
                                                                                          city address,
             manually type a Zip        to the Phone field.
                                                                                          press the Tab
             Code in the text field                                                       key to move
             box.                                                                         to the Zip
                                                                                          Code field.

         17. Select an Area Code        The Area Code is selected.
             from the pop-up list.


         18. Place the cursor        The telephone number is ready to be
             directly after the Area entered.
             Code by clicking the
             text box until the
             cursor appears.


         19. Type the Phone             The phone number is entered.
             number.

               Then, press Tab.         The cursor moves to the Program field.

                                                                                           If you need to
         20. Select a Program           The Program is entered.                            add a
             from the pop-up list.                                                         program to
                                                                                           the list,
                                                                                           contact a
                                                                                           Counseling
                                                                                           staff member
                                                                                           who has been
                                                                                           assigned the
                                                                                           duty of
                                                                                           editing
                                                                                           FileMaker
                                                                                           Pro field
                                                                                           formats.




                                                                     Continued….


                                                                                   Page 5 of 35
How To Use The I.D. Maker




         Action Steps
             What you type or do                     What Happens

          21. Once the Program has       The Concurrent or Adult field is
              been selected, the         selected.
              cursor will
              automatically move to
              the Concurrent box.

               If the student is         The Concurrent field is marked.
               Concurrent, place a
               capital “X” in the
               Concurrent box.

               Or, if the student is an Or, the Adult field is marked.
               Adult, press the Tab
               key, and place a
               capital “X” in the
               Adult box.




              What you type or do                    What Happens

          22. Press the Tab key to       The cursor moves from the Adult field
              move the cursor to the     to the Student ID # field.
              Student ID# field.


                                                                         Continued….


                                                                                   Page 6 of 35
How To Use The I.D. Maker




     Action Steps

           What you type or do               What Happens

      23. Type the Student ID    The ID number is entered in the
          number.                database.


      24. Press Tab              The cursor moves to the
                                 Parent/Guardian field.

                                                                             If you marked
      25. Type in the name of    The name is entered.                        an “X” in the
          the parent or                                                      Adult field,
                                                                             you may want
          guardian.                                                          to press Tab
                                                                             two times to
                                                                             advance the
      26. Press Tab              The cursor moves to the next field.         cursor to the
                                                                             Job Location
                                                                             field.

      27. Continue the process   Parent/Guardian Phone, Job Location,        It is OK to
          of entering data and   Job Phone Number, Emergency Name            leave some
          pressing the Tab key   and Emergency Phone data is entered.        data fields
          for each field.                                                    blank if
                                                                             needed.
           When you finish
           Emergency Phone,
           proceed to the next
           step.

                                                                              Depending on
      28. Press Tab              The cursor moves to the picture field        your screen
                                 (the large box directly below the            resolution,
                                                                              you may not
                                 Concurrent & Adult fields).                  be able to see
                                                                              the cursor in
                                                                              the Picture
                                                                              Field.




                                                                         Page 7 of 35
How To Use The I.D. Maker




   2. Take A Student’s Picture & Complete The Form
              The picture for the Student ID is taken with a camera that is
              connected to the computer. The picture is displayed in the
              QickPict software that comes with the Connectix QuickCam
              camera. Once the picture is taken and pasted on the Student
              Information form, the remainder of the form may be completed by
              you or a designated Counseling staff member.


        Action Steps

              What you type or do                     What Happens

         1.   Click the Window’s          The Windows Start menu is selected.
              Start button:




         2.   Select Programs and         Applications in the folder are displayed.
              then Connectix
              QuickCam.

                                                                                             If a visual is
         3.   In the Connectix            The program begins and a Connectix                 not present in
              QuickCam folder,            QuickPICT window appears.                          the Connectix
              select the QuickPict                                                           QuickPick
              application so that it is                                                      window,
                                                                                             make sure
              activated.                                                                     that the
                                                                                             camera is
                                                                                             properly
                                                                                             connected.
                                                          To adjust the
                                                          brightness of the                  Technical
                                                          picture, move the                  problems
                                                          mouse so that it                   relating to the
                                                          rests on the box                   camera are
                                                          of the brightness                  beyond the
                                                          scroll bar, hold                   scope of this
                                                          the mouse button                   guide. Read
                                                          down, and move                     the camera’s
                                                          the mouse to the                   manual for
                                                          left or the right.                 assistance if
                                                                                             needed.



                                                                        Continued….
                                                                                      Page 8 of 35
How To Use The I.D. Maker




       Action Steps

              What you type or do                  What Happens

        4.   Click the Take Picture   A picture is taken, and a Film Roll
             button.                  window appears.



        5.   In the Film Roll         The picture is selected.
             window, click the
             picture so that a thin
             green box appears
             around it. (If not
             already selected)




             What you type or do                  What Happens
                                                                                      You can also
        6.   From the main menu       The picture is copied.                          copy the
             bar in the Film Roll                                                     picture by
                                                                                      pressing
             window, select Edit
                                                                                      Control and
             and then Copy.                                                           C at the same
                                                                                      time.
                                                                                      (Ctrl+C)


                                                                  Continued….


                                                                                Page 9 of 35
How To Use The I.D. Maker




      Action Steps

              What you type or do                 What Happens

       7.     Click the minimized      The FileMaker Pro window is activated.
              FileMaker Pro bar on
              the windows toolbar to
              maximize the
              application. (If not
              already maximized)




             What you type or do                   What Happens

        8.    Click the picture box    The Picture Field in FileMaker Pro is
              in the Student General   selected.
              Information form of
              FileMaker Pro.




                                                                   Continued….




                                                                                 Page 10 of 35
How To Use The I.D. Maker




       Action Steps

              What you type or do                   What Happens

        9.    In FileMaker Pro, go to   The picture is pasted in the picture box.
              the Main Menu and
              select Edit, and then
              Paste Bitmap.




             What you type or do                     What Happens
                                                                                           If you wish to
        10. Press Tab                   The cursor moves to the Home High                  make a
                                        School field on the High School                    student
                                                                                           identification
                                        Information portion of the form.                   card, and you
                                                                                           are unable to
                                                                                           complete the
        11. Select a High School        A High School is entered.                          High School
            from the pop-up                                                                Information,
                                                                                           Academic
            menu or manually                                                               Information,
            type one in.                                                                   and Class(es)
                                                                                           Information
                                                                                           on the
        12. Press Tab                   The cursor moves to the next field.                Student
                                                                                           Information
                                                                                           form, proceed
                                                                                           to Section # 3
        13. Select the desired data The grade is entered in the Grade field,               (Page 13).
            from the pop-up         and the cursor moves to the next field.
            menu, and then press
            Tab.


                                                                      Continued….

                                                                                    Page 11 of 35
How To Use The I.D. Maker



        Action Steps

              What you type or do                 What Happens

         14. Continue the process     Each field has data entered according to
             of entering data until   the information provided about the
             the form is complete.    student.

                                                                                          If you wish to
         15. Once the form is         A new student record is created.                    make only
             complete, enter                                                              one Student
                                                                                          ID at this
             another student into                                                         time, continue
             the databank by                                                              to Section 3:
             clicking Mode, from                                                          Make Student
             the Main Menu bar,                                                           Identification
             and then New Record.                                                         Cards (Page
                                                                                          13).
             Or press Ctrl+U.
                                                                                          Ten student
                                                                                          identification
                                                                                          cards can be
                                                                                          placed on one
                                                                                          Avery sheet
                                                                                          of paper.




                                                                                 Page 12 of 35
How To Use The I.D. Maker




  3. Make Student Identification Cards
             Student identification cards are automatically created once the
             General Information on the Student Information form is complete.


      Action Steps

             What you type or do                 What Happens

       1.   Click the down arrow Layout options are displayed.
            on the Control Bar to
            activate the pull-down
            menu.


       2.   Click Student ID.        The student identification form is
                                     displayed.




                                                                  Continued….




                                                                                Page 13 of 35
How To Use The I.D. Maker




       Action Steps

             What you type or do                    What Happens
                                                                                           Pressing
        3.   From the Main Menu         A print preview layout is displayed.               Control and
             bar, select Mode, and                                                         U on the
                                                                                           keyboard at
             then Preview.                                                                 the same time
                                                                                           (Ctrl+U) can
                                                                                           also activate
        4.   Check the Student          Student information is reviewed for                the preview
                                        accuracy.                                          option.
             Identification cards to
             make sure they are
             correct.

             If a correction is
             needed, return to the
             Student Information
             form by clicking the
             down arrow on the
             Control Bar and
             selecting Student
             Information (See
             Action Steps 5 & 6 on
             Page 2 if needed).
             Then, return to the
             above Action Step # 3
             when ready.

                                                                                           Avery Labels
                                                                                           can be
        5.   Place an Avery Label       The Avery Label is placed in the                   purchased at
             # 5371 in your printer’s   printer’s 81/2 by 11-inch printer tray.            most office
             paper tray.                                                                   supply stores
                                                                                           and are
                                                                                           identified by
                                                                                           stock number.
        6.   From the main menu         The Print Setup window appears
             bar, select File, and      displaying your current printer and                Avery Label #
             then Print Setup.          paper specifications.                              5371 has a
                                                                                           pre-cut
                                                                                           perforation
                                                                                           that matches
                                                                                           the size
                                                                                           needed for the
                                                                     Continued….           I.D. Maker’s
                                                                                           Student
                                                                                           Identification
                                                                                           cards.



                                                                                   Page 14 of 35
How To Use The I.D. Maker



                                                                                     Make sure
                                                                                     that your
                                                                                     printer is
                                                                                     selected and
                                                                                     displayed in
                                                                                     the printer
                                                                                     Name
                                                                                     property box.
                                                                                     The printer
                                                                                     name may
                                                                                     vary from the
                                                                                     illustration.

                                                                                     Set the Paper
                                                                                     Size and
                                                                                     Orientation
                                                                                     options so
                                                                                     that they
                                                                                     match the
                                                                                     illustration.


      Action Steps

             What you type or do                  What Happens

       6.   Click OK                  The Print Setup options are selected.

                                                                                    You can also
       7.   Go to File, on the Main   The Print window appears.                     print by
            Menu and select Print.                                                  pressing
                                                                                    Control and P
                                                                                    on the
                                                                                    keyboard at
       8.   Click OK                  The student identification cards are          the same time
                                      printed.                                      (Ctrl+P).




                                                                              Page 15 of 35
How To Use The I.D. Maker




    4. Make Counseling Easier
               Once the Student Information form is complete, the data is
               automatically placed in a variety of letters and forms that are
               commonly used in the school Counseling Office. The student
               database grows as additional information is added to the letters
               and forms.


         Action Steps

               What you type or do                    What Happens

          1.   Click the down arrow Layout options are displayed.
               on the Control Bar to
               activate the pull-down
               menu.

                                                                                           If you wish to
          2.   Select a form that is of   The form is displayed.                           follow the
               your interest.                                                              illustrated
                                                                                           examples,
                                                                                           select the
                                                                                           Student
                                                                                           Cumulative
                                                                                           Record form
                                                                                           from the
                                                                                           layout
                                                                                           options.




                                                                    Continued….


                                                                                  Page 16 of 35
How To Use The I.D. Maker



       Action Steps

              What you type or do                  What Happens
                                                                                           Similar to the
        3.   With the same             Additional information is added to the              Student
             procedure used to enter   student record.                                     Information
                                                                                           form, pop-up
             data on the Student                                                           menus for
             Information form,                                                             some fields
             complete the form or                                                          may appear.
             letter by pressing the
             Tab key to move to a                                                          Make your
                                                                                           selection from
             desired field, or click                                                       the pop-up
             directly on the field                                                         menu by
             and type in the                                                               clicking the
             desired data.                                                                 desired
                                                                                           information
                                                                                           from the
                                                                                           listing, or
                                                                                           click directly
                                                                                           on the field
                                                                                           (text box) to
                                                                                           enter the
                                                                                           information
                                                                                           manually.




                                                                     Continued….




                                                                                   Page 17 of 35
How To Use The I.D. Maker



        Action Steps

                What you type or do                       What Happens
                                                                                                        Instructions on
         4.     Each layout displayed      The purpose of each form and letter is                       how to setup
                in the Control Bar pull-   provided, and printing specifications are                    printer
                down menu has been         given for each.                                              specifications
                                                                                                        are given in
                designed for a specific                                                                 future steps.
                purpose.

                Consult the chart
                below for special
                features and printing
                specifications for each
                form and letter:




   FORM / LETTER / LABELS                  PURPOSE                 PRINTER SPECIFICATIONS


   Student Information           A form that contains a            Letter 8 1/2 x 11 in paper size
                                 student’s General Information,
                                 High School Information and       Portrait paper orientation
                                 Academic Information. This
                                 form should be completed first
                                 in order for the other forms to
                                 work properly.


   Student Cumulative Record     A form that contains the          Legal 8 ½ x 14 in paper size
                                 student’s cumulative record.
                                 Data entered from the Student     Portrait paper orientation
                                 Information form is
                                 automatically transferred to
                                 this form.


   Student ID                    A form that automatically         Avery Label 5371
                                 creates student identification    Letter 8 ½ x 11 in paper size
                                 cards based on the information
                                 given in the Student              Portrait paper orientation
                                 Information form.




                                                                                      Continued….



                                                                                                Page 18 of 35
How To Use The I.D. Maker




    FORMS / LETTERS / LABELS                  PURPOSE               PRINTER SPECIFICATIONS


    Teachers Info                     A form that contains          Legal 8 ½ x 14 in paper size
                                      teaching staff information
                                      including General             Portrait paper orientation
                                      Information, Credential
                                      Information,
                                      Class(es)/Position
                                      Information, and
                                      Emergency Information.
                                      The data is automatically
                                      transferred to the Staff ID
                                      form.


    Staff ID                          A form that creates staff     Avery Label 5371
                                      identification cards based    Letter 8 ½ x 11 in paper size
                                      on the data entered in the
                                      Teachers Info form.           Portrait paper orientation


    Substitute Info                   A form that contains          Letter 8 ½ x 11 in paper size
                                      General Information,
                                      Credential Information,       Portrait paper orientation
                                      Subbing Availability
                                      Information, and
                                      Emergency Information.


    Attendance Notification           A letter that informs         Letter 8 ½ x 11 in paper size
                                      parents of their child’s
                                      attendance problems. Most     Portrait paper orientation
                                      of the information on the
                                      letter is automatically
                                      generated from the data
                                      provided on the Student
                                      Information form.


    Adult Student Attendance Letter   A follow up and               Letter 8 ½ x 11 in paper size
                                      notification letter that
                                      encourages an adult           Portrait paper orientation
                                      student to further their
                                      education. Adult students
                                      are notified that they have
                                      registered for a class, but
                                      they not been attending it.




                                                                                       Continued….


                                                                                                 Page 19 of 35
How To Use The I.D. Maker




      FORMS / LETTERS / LABELS              PURPOSE                PRINTER SPECIFICATIONS


      Concurrent Mailing Labels     Mailing labels that can be     Avery Label 5160
                                    used to send out               Letter 8 ½ x 11 in paper size
                                    notifications to concurrent
                                    students. Data is generated    Portrait paper orientation
                                    from the Student
                                    Information form.


      Pre-GED Scores                A form that assists GED        Letter 8 ½ x 11 in paper size
                                    students in keeping track of
                                    their GED scores by            Portrait paper orientation
                                    creating a wallet guide.
                                    Information on the guide is
                                    automatically generated
                                    from the data provided on
                                    the Pre-GED scores –
                                    Columnar Setting form.


      Pre-GED Scores – Columnar     A form that calculates the     Legal 8 ½ x 11 in paper size
      Setting                       total and average scores for
                                    practice GED tests.            Landscape paper orientation


      Adult Mailing Labels          Mailing labels that can be     Avery Label 5160
                                    used to send out               Letter 8 ½ x 11 in paper size
                                    notifications to adult
                                    students. Data is generated    Portrait paper orientation
                                    from the Student
                                    Information form.


      Enrollment Report             A form that creates a          Legal 8 ½ x 14 in paper size
                                    summary of student
                                    enrollment. Data is            Landscape paper orientation
                                    generated from the Student
                                    Information form.


      Concurrent Follow Up Letter   A follow up and                Letter 8 ½ x 11 in paper size
                                    enrollment notification
                                    letter for concurrent          Portrait paper orientation
                                    students that encourages
                                    the student to further their
                                    education.




                                                                                      Continued….



                                                                                            Page 20 of 35
How To Use The I.D. Maker




        FORMS / LETTERS / LABELS                 PURPOSE                 PRINTER SPECIFICATIONS


        High School Graduation Letter    A letter that notifies          Letter 8 ½ x 11 in paper size
                                         graduating students that
                                         there will be a Graduation      Portrait paper orientation
                                         Meeting at a designated
                                         time and place.


        Quick Graduation Reference       A form that creates a           Legal 8 ½ x 14 in paper size
        Screen                           summarization of potential
                                         graduates for the school        Landscape paper orientation
                                         year. Data is generated
                                         from the Student
                                         Cumulative Record form.


        8th Grade Graduation Letter      A letter that congratulates     Letter 8 ½ x 11 in paper size
                                         8th Grade students and
                                         notifies them that there will   Portrait paper orientation
                                         be a Diploma Meeting at
                                         designated time and place.




          Action Steps

                  What you type or do                        What Happens
                                                                                                          The Printing
           5.    Once the form or            Printing specifications are noted.                           Specifications
                 letter is complete,                                                                      column on the
                                                                                                          chart notes the
                 note the printing                                                                        paper size, type
                 specifications from                                                                      of paper, and
                 the above chart.                                                                         paper
                                                                                                          orientation for
                                                                                                          each form or
           6.    In FileMaker Pro,           The Print Setup window appears                               letter.
                 select File, and then       displaying your current printer and
                 Print Setup.                paper specifications.




                                                                                   Continued….




                                                                                               Page 21 of 35
How To Use The I.D. Maker



         Action Steps

               What you type or do                   What Happens
                                                                                              Make sure
          7.   Set the Paper Size and The Paper Size and Orientation are set                  that your
               Orientation options in for the form or letter that you are using.              printer is
                                                                                              selected and
               the Print Setup                                                                displayed in
               window according to                                                            the printer
               one of the illustrations                                                       Name
               below:                                                                         property box.

                                                                                              The Printer
                                                                                              Name, Status,
                                                                                              Type, and
                                                                                              Where may
                                                                                              appear
                                                                                              different from
                                                                                              the
                                                                                              illustrations
                                                                                              depending on
                                                                                              the printer
                                                            Letter 8 ½ x 11 in paper size     that is
                                                                                              available to
                                                            Portrait paper orientation        your
                                                                                              computer.

                                                                                              To change the
                                                                                              Paper Size,
                                                                                              click the
                                                                                              down arrow
                                                                                              next to the
                                                                                              Size text box
                                                                                              and make a
                                                                                              selection.

                                                             Legal 8 ½ x 14 in paper size     To change the
                                                                                              Orientation,
                                                             Portrait paper orientation       click the
                                                                                              appropriate
                                                                                              button in the
                                                                                              Orientation
                                                                                              box so that a
                                                                                              dot appears
                                                                                              next to your
                                                                                              selection.




                                                             Legal 8 ½ x 14 in paper size

                                                             Landscape paper orientation




                                                                                    Page 22 of 35
How To Use The I.D. Maker




     5. Sort Through Records
                FileMaker Pro allows you to sort through the database. This
                feature can be of great assistance as your database grows. You
                can sort records by name, city, high school, academic and/or
                class information.


         Action Steps

                What you type or do                  What Happens
                                                                                             You can also
          1.    To sort the records, go   A Sort Records window appears.                     activate the
                to the Main Menu and                                                         Sort
                select Mode, and then                                                        command by
                                                                                             pressing the
                Sort.                                                                        Control and S
                                                                                             key at the
                                                                                             same time.
                                                                                             (Ctrl+S)




               What you type or do                    What Happens
                                                                                             This example
          2.    In the left-hand          The Last Name field is selected.                   shows you
                                                                                             how to sort
                column, click lname so                                                       records by
                that it is highlighted.                                                      last name,
                                                                                             and then first
                                                                                             name. Other
                                                                                             sort options
                                                                                             are available.
                                                                     Continued….

                                                                                   Page 23 of 35
How To Use The I.D. Maker



      Action Steps

             What you type or do                  What Happens

       3.    Click the Move           The lname field is placed in the sort
             button.                  order column to be sorted in ascending
                                      order.




            What you type or do                   What Happens

       4.    Click fname so that it   The First Name field is selected.
             is highlighted.


       5.    Click the Move button.   The fname field is placed in the sort
                                      order column to be sorted in ascending
                                      order.


       6.    Click the Sort button.   The records are sorted once again by
                                      last name and first name as
                                      predetermined in the Sort Records
                                      window.

                                                                   Continued….



                                                                                 Page 24 of 35
How To Use The I.D. Maker



      Action Steps

             What you type or do                 What Happens
                                                                                   Review
       7.   Click the down arrow     The Student Information form is               Page 2,
            on the Control Bar       selected.                                     Action Step
            and select the Student                                                 4, if needed.
            Information form.

                                                                                   Action Steps
       8.   Click the Sort button    The records are once again sorted             1 through 6
            on the form.             according to last name and then first         create the
                                                                                   presets for the
                                     name settings.                                Sort button.

                                                                                   Sort buttons
                                                                                   are located
                                                                                   for your
                                                                                   convenience
                                                                                   on all forms.




                                                                             Page 25 of 35
How To Use The I.D. Maker




     6. Find A Record
                FileMaker Pro allows you to locate a record through easy search
                procedures.


         Action Steps

                What you type or do                  What Happens

          1.   For this example, click   The Student Information form appears.
               the down arrow on the
               Control Bar and select
               the Student
               Information form. (If
               not already selected)

                                                                                           You can also
          2.   To find a record, go to   All fields in the current form become             activate the
                                                                                           Find
               the Main Menu and         blank.
                                                                                           command by
               select Mode, and then                                                       pressing the
               Find.                                                                       Control and F
                                                                                           key at the
                                                                                           same time.
                                                                                           (Ctrl+F)
          3.   In the Last Name field    The last name is entered in the Last
               box, type the last        Name field.
               name of the student
               that you wish to find.




                                                                       Continued….

                                                                                  Page 26 of 35
How To Use The I.D. Maker


      Action Steps

             What you type or do                   What Happens

       4.    Press Enter (or           The student record is located and
             Return) on the            appears on the screen.
             keyboard.




            What you type or do                    What Happens

       5.    Press the Control key     All fields in the current form become
             on the keyboard and       blank.
             the letter F at the
             same time (Ctrl+F) to
             activate the Find
             command.

             Let’s try this exercise   A fictional last name is entered in the
             again, but this time,     Last Name field of the Student
             type a last name that     Information form.
             you know does not
             exist in the database.




                                                                    Continued….




                                                                                  Page 27 of 35
How To Use The I.D. Maker




     Action Steps

           What you type or do                   What Happens

      6.   Press Enter               A no records match this request prompt
                                     appears.


      7.   Click the Modify Find     You are returned to the Student
           button.                   Information Form with the Find
                                     command activated.


      8.   Re-enter a last name      Another last name is entered in the Last         Typing
           that you know exists in   Name field.                                      additional
           the database.                                                              information in
                                                                                      other fields
                                                                                      can perform a
                                                                                      more detailed
      9.   Press Enter               The record is found.                             search.

                                                                                      For example,
                                                                                      you may wish
                                                                                      to locate a
                                                                                      student’s
                                                                                      record by last
                                                                                      name, first
                                                                                      name, class or
                                                                                      school.




                                                                                Page 28 of 35
How To Use The I.D. Maker




     7. View Records
                FileMaker Pro allows you to move from record to record through
                the use of scroll bars and buttons.



         Action Steps

                What you type or do                  What Happens

          1.   For this example, click    The Student Information form appears.
               the down arrow on the
               Control Bar and select
               the Student
               Information form. (if
               not already selected)

                                                                                             The number
          2.   On the Control Bar,        The slider moves. The current record               below the
               click the Slider next to   being viewed changes according to the              scroll bar
                                                                                             indicates the
               the rolodex, hold the      record number.                                     current record
               mouse button down,                                                            number being
               and drag the slider up                                                        viewed.
               or down.




                                                                     Continued….


                                                                                   Page 29 of 35
How To Use The I.D. Maker



      Action Steps

            What you type or do                    What Happens
                                                                                         When the
       3.   Click the Scroll Bar,      Records are scrolled through in the same          windows
            located to the far right   manner as the scroll on the Control Bar.          scroll bar is
                                                                                         used, the
            of the screen, hold the                                                      record
            mouse button down                                                            number on
            and drag the scroll                                                          the Control
            bar up or down.                                                              Bar does not
                                                                                         change.




                                                                     Continued….




                                                                                   Page 30 of 35
How To Use The I.D. Maker


     Action Steps

            What you type or do                 What Happens
                                                                                    The selection
      4.    You can also move                                                       of buttons
                                                                                    changes from
            from layout to layout                                                   form to form
            by clicking one of the                                                  based on
            buttons on the form.                                                    common use.

            Click the CUM            The student’s Student Cumulative
            button.                  Record form appears.




           What you type or do                   What Happens

      5.    From the Student         The student’s Student Information form
            Cumulative Record        appears again.
            form, click the GEN
            INF button.




                                                                 Continued….




                                                                               Page 31 of 35
How To Use The I.D. Maker


    Action Steps

          What you type or do                What Happens
                                                                                 Buttons can
     6.   Click the buttons on   You can navigate from form to form.             be edited and
          each form that you                                                     altered to suit
                                                                                 your needs.
          are interested in.     Buttons on each form are displayed
                                 according to related needs for that form.       Contact the
                                                                                 designated
                                                                                 Counseling
     7.   To exit the program,   The records are saved automatically and         staff member
                                                                                 for more
          click the EXIT         the program is exited.                          information.
          button:




                                                                             Page 32 of 35

								
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