Figure 1: Laying it all out -- The Layout/Report assistant guides you through the process of creating columnar and other types of reports.



Figure 2: Simple or Complex -- You can quickly create a columnar report with the Layout Assistant. With the second option, you can add in subtotals and grand totals, using the checkboxes.

To briefly recap, FileMaker Pro is able to show your data in many different ways; each method of presenting information, whether for on-screen viewing or print, is handled by a layout. Typically, every FileMaker Pro file has at least one layout, and there's practically no limit on how many layouts you can have for your database. To create a layout, the Layout Assistant (figure 1) is available anytime you view the file in Layout mode, by selecting New Layout from the Layout menu, or using a keyboard command (Control+N on Windows, or Command+N on the Mac).

From this New Layout dialog, you can create seven different types of layouts by selecting one of the choices available:

• Use the "standard form" layout as the basis for creating data-entry screens, or for printed forms such as a registration form.
• Columnar lists, as the name suggests, arranges information in columns, with the potential for summarized groups, including sub-totals and grand totals, which will be the focus of this article.
• A "table view" layout lets you view information in a format familiar to users of Microsoft Excel or other spreadsheets.
• You can use Label layouts, as I detailed in Issue #7, for everything from mailing labels, to nametags, to CD labels.
• Vertical labels are similar to the other label layouts, but let you print Asian characters vertically.
• Envelope layouts arrange your information to print on a #10 business envelope.
• The last choice, "blank layout," lets you create layouts you can format any way you like.