Setting up to print records in columns

You can set up a layout to print (or preview) records in columns, for example, for a directory of names and addresses. This is in contrast to a List view or Report layout, which arranges fields in columns.

When you set up records to print in columns, all the information for one record is printed together in a block (much like on a label), then all the values for the next record are printed together, and so on. You can specify the order of records—either across rows or down columns.

Across rows first

Down columns first

Page showing two columns of records ordered across rows first

Page showing two columns of records ordered down columns first

You only see multiple columns in Layout and Preview modes and when you print (not in Browse mode or Find mode).

To set up columns in a layout:

  1. Choose File menu > Print Setup (Windows), or File menu > Page Setup (macOS), confirm that your printer and paper settings are correct, and then click OK.

    In Preview mode, you can also click Print Setup (Windows) or Page Setup (macOS) in the status toolbar.

    FileMaker Pro considers the selected printer, and print or page setup information when it calculates margins and other measurements on the layout.

  2. In Layout mode, create a layout or choose a layout from the Layout pop-up menu.

    It's easiest to start with a blank layout or a layout with no objects in the body part. See Creating a layout.

  3. Click Layout Setup Layout Setup button in the layout bar.
  4. Click the Printing tab.
  5. Select Print in <n> columns, and then set the options described in the following table.

    6. To

    Do this

    Specify the number of columns

    For Print in <n> columns, type a number between 1 and 99.

    Arrange records to flow across the page first (left to right a row at a time)

    Select Across first.

    Across first button

    Use this option for reports like labels, to use the fewest number of rows and preserve label stock.

    Arrange records to flow down the page first (top to bottom a column at a time)

    Select Down first.

    Down first button

    Use this option for reports like directories, where you usually read from top to bottom, column by column.
  6. Click OK.

    On the layout, you see vertical lines indicating columns.

  7. Place or arrange fields and other layout objects so they are contained within the sample column on the left.

    Use merge fields or fields or objects with sliding enabled to fit more data into the width of a column. With either of these two features, fields can extend into the gray area of the second column, and blank space in fields is eliminated when you view or print data. See Placing merge fields on a layout and Removing blank spaces in printouts.

To change the width of columns:

The initial width of each column is calculated based on the paper size, orientation, and any margins you have set. To change the width of columns, do one of the following:

To

Do this

Interactively adjust the width of the columns

Drag the right column boundary (the vertical dashed line at the right edge of the sample column).

Note  Because the page width is fixed, dragging the column boundary to the right does not increase the width of the printable area within each column (unless you previously narrowed the column width). Instead dragging the column boundary to the right creates a gutter margin between each column. This gutter margin is useful for creating space between columns, but it reduces the printable area within each column.

Precisely measure and adjust the width of the columns

In the Inspector, click the Position Position tab. Position the pointer over the right column boundary, hold down the mouse button (be careful not to drag the column width), and read the column Width value in the Size area.

Notes 

  • If you change the number of columns, FileMaker Pro adjusts the width of the columns to fit within the width of the paper size you have defined, not including fixed margins. You may need to readjust fields to fit within the sample column.
  • When you select Down first, FileMaker Pro prints subsummary parts the width of the column. If you've specified that a page break comes after the subsummary part, FileMaker Pro starts a new column (not a new page). With Across first, FileMaker Pro prints subsummary parts the width of the page, and the specified page break starts a new page. See Defining page breaks and numbering.