Tool bar

	Displays the first record in the document.
	In Table View, displays the previous page of records in the document.
	Displays the record preceding the one you are currently viewing.
	Displays the record following the one you are currently viewing.
	In Table View, displays the next page of records in the document.
	Displays the last record in the document.
	Displays a blank record in which you enter the criteria used to find records. How to Select Records Choose GP displays a blank form. Enter your selection criteria in one or more fields to tell GP which records to retrieve from the database. To view the first matching record, choose If no records match your selection criteria, GP displays a message indicating there are no matching records. GP asks if you want to enter new selection criteria. Click Yes to enter new selection criteria. Click No to view all records. NOTE:GP is case insensitive (it does not differentiate between upper and lower case) when performing a search. USING MULTIPLE VALUES IN SELECTION CRITERIA Using A Range Of Values In addition to finding records based on a constant value entered in one or more fields, GP can find records that contain a value within a range of values that is specified in the selection criteria. For example, if you enter between 90020 to 90189 in the ZIP CODE field, GP finds all the MEMBERS records that have a Zip Code from 90020 to 90189. Using Multiple Criteria in One Field You can insert two or more values as selection criteria in one field using the and and or operators to link the values. The and operator retrieves records that satisfy all the selection criteria. Or retrieves records that satisfy any of the selection criteria. For example, if the criteria in the MEMBERS FIRST NAME field is Andrew or First Name=John, GP finds all the members whose first name is Andrew or John. If you used and instead of or in this example, GP would retrieve no records because no member has two first names. Using Quotation Marks To Clarify Text Criteria When you use two or more Text values in your selection criteria, you must enclose the value in quotation marks. Using Wild Card Characters In Selection Criteria GP lets you search for a record using three special characters, called wild cards. If you are not sure of the value in the record(s) you are searching for, you can enter any combination of wild card characters (*, ?, and ~) as part of the selection criteria to find a specific record or group of records. The results of various wild card searches are shown in the table below. * Wild Card replaces none, one, or a string of unknown characters. You can use the * wild card twice in a field. ? Wild Card replaces one unknown character in a specific position. ~ Wild Card Soundex Search finds records based on what a field sounds like, not how it is spelled. A Soundex search finds patterns of consonants; it ignores the vowels in the word. How to Find a Record When You Don't Know the Exact Value You're Looking For Choose GP displays a blank form. Type the data that you know in the field in the order it appears. Use an asterisk to replace any part of the text that you are unsure of. Use a question mark to replace a single character you are unsure of. You can use the * or ? wild card character anywhere in a field value. To view the selected records, choose To view just the first selected record, choose How to Find a Record When You Only Know What the Data Sounds Like Choose GP displays a blank form. Type the data that you know in the field in the order it appears. If you search with multiple words in a field, do not skip words. Enter the Soundex character (~) followed by the word(s) that sound like the data in the record you are trying to find (e.g., to find Jon Smyth's record enter ~jn smth in the NAME field). If you don't know where the word you are searching for occurs in the field, start the search with the asterisk wild card character (e.g., if you are not sure where Smyth appears in the field, enter * ~smth). To view the selected records, choose To view just the first selected record, choose
	Lets you display records in a sequence based on the value stored in one or more Sort fields. To specify a Sort field, click on the field with the mouse. Sorting on Multiple Fields GP inserts a number that indicates the sort level (1=first Sort field, 2=second Sort field, etc.). GP lets you sort records on any number of levels (e.g., you can sort the MEMBERS records first by STATE, then by ZIP CODE, and finally, by LAST NAME). If you do not specify sort criteria when you perform a query, GP displays the records in the order they were entered. If you do not specify sort criteria when you perform a query, GP displays the records in the order of the Unique key.
	Lets you look up one value from a related form and insert all Match field values in the current form. GP also fills any field that contains the word lookup in its Derivation Formula. For example, when Ken Edwards calls to make a reservation at Playa Blanca, the fill in the basic information in the RESERVATIONS form. How to Perform a Lookup Place the cursor in the field you want to look up. To limit the number of related records GP retrieves, you can enter a partial value and a wild card character. For example, to limit the records retrieved to last names that begin with S type S* in the LAST NAME field. Choose GP opens a window that displays a Table View of the related records. Double-click on the record that contains the value you want or highlight it and click OK. GP fills in the lookup value from the related record as well as any values derived from that value.
	Opens a form related to the currently active form. This option is available when you are viewing a form or a live report. THE RELATED FORM DIALOG Place the cursur in the field that you want to go to. Choose
	Returns Data to the calling form, fills in all Match fields in the current record with the values from a selected record in a related form. Return Data to lets you display a related form in Form View or Table View, search for related records using selection criteria and wild cards in one or more fields, and return values for all the Match fields in the original record. How to Return Data from a Related Form Choose Find the record you need in Form View or Table View by entering QBF criteria, using wild card characters, or by paging through the records. Choose GP displays your original form, automatically fills in all Match field values, and calculates all derived values based on the returned data.
	Erases all the data, selection criteria, or sort order information in the current record. How to Abandon a New Record At any time before you save the record, choose GP displays a dialog that asks if you want to discard the entered data. Click on OK. GP permanently erases all the data in the record. Any data stored in the clipboard before you choose remains intact. How to Display a Blank Record With the record you just entered or modified currently active, choose or GP saves and continues to display the record. Choose GP displays a blank record. Any data stored in the clipboard before you choose remains intact. How to Clear or Criteria Choose or GP displays the current selection criteria or sort order. Choose GP erases all the selection criteria or sort order information and displays a blank form.
	Overwrites the values in an existing record with the values that are currently displayed (and saves any previously blank values as new). How to Modify an Existing Record Display the record you want to change as the current record. Change one or more field values by typing the new value(s) over the existing value(s). If you prefer, you can choose to clear a field and then enter the new value. GP displays the record status as modified. Choose GP saves the record as it is now displayed (overwriting the previous version of the record). NOTE: can also be used to save a new record (it functions exactly like when used to save a record for the first time). How to Modify Records in Table View With a form displayed in Table View modify any value(s) in any displayed record(s). GP displays each changed record's status as modified. Choose GP overwrites the previously saved data with the new values. To modify additional records, repeat steps 1 through 3. How to Modify Records in a Multiform Display the Main form record that contains the data you want to change as the current record. Modify the Main form record and/or any Subform record(s). Choose GP overwrites the previously saved data with the new values.
	Marks a record to be deleted. When a record is marked deleted, GP excludes the record from reports and does not display it when you page through the records or use . When GP reorganizes the form, the record is permanently deleted (erased from disk). If you delete a record in a Multiform, GP displays a dialog that asks you to specify which Subform records to delete. How to Delete a Record in Form View Display the record you want to delete as the current record. Choose GP removes the record from the form and marks it deleted. When you save changes or close the form, GP permanently deletes the record. If you delete a record in a form that defines or uses an SQL table, the foreign database engine permanently deletes the record when you choose (you cannot recover the record using ). How to Delete a Record in Table View Click on the record you want to delete. Choose GP displays the record status as deleted and shows the record in reverse colors. When you choose or , GP removes the record from the display. To delete additional records, repeat steps 1 and 2. When you save changes or close the form, GP permanently deletes the record. NOTE: You can delete many records simultaneously by marking each one to be deleted and then choosing .
	Displays only one record on screen at a time (Form view).
	Displays multiple records at once in a table (Table view). Each row is one record and each column is a field on the form. How to Change the Record Display Option Choose to display multiple records in a tabular format. CUSTOMIZING TABLE VIEW TO EASE RECORD ENTRY GP lets you customize Table View by changing the size of columns and rows in a table or by moving an entire column to a new location. You can customize the appearance of Table View in several ways. To fit more information in the document window, you can decrease the width of columns or the height of rows. To minimize the need for scrolling data and reduce the need for creating custom reports, you can move the columns that are most important into view. For example, if you need to contact members by phone, you can move the TELEPHONE column in the MEMBERS form to the left side of the table. This eliminates the need to scroll the table to view the TELEPHONE column. NOTE:The changes you make to the columns and rows in Table View are temporary. These changes do not affect the position or size of the fields in Form View, and GP discards these changes when you close the document. The next time you open the form in Table View, GP displays the columns and rows in their original size and position. How to Change the Width of a Column in Table View To increase or decrease a column's width, click the right column border in the column header. When GP displays the double-sided arrow, drag the border to the right to increase the width or to the left to decrease the width. Release the mouse button. The other columns shift to the right or left, but retain their original width. NOTE: When you increase or decrease a column's width, the text in all columns retains its size and position. However, if you decrease a column's width, some text in that column may be hidden by the right column border. How to Change the Height of All Rows in Table View To increase or decrease the height of all rows, click the top or bottom row border of any row in the Row# column. GP displays the double-sided arrow. To increase the height of all rows, drag the bottom row border down or the top row border up the desired distance. To decrease the height of all rows, drag the top border down or drag the bottom row border up the desired distance. Release the mouse button. The text in the rows retains its size and position. If you decrease the height, some text may be hidden from view by the bottom row border. How to Move a Column in Table View To select the column, click (and hold) in the center of the column header. GP displays the column in reverse. Drag the selected column to its new position. Release the mouse button. GP shifts the other columns to the right or left to accommodate the repositioned column.
	Displays the Print dialog described below. The Print dialog is used to print the records in a form or report. You can also choose to print a document with its display attributes if your printer supports multiple size fonts and graphics. PRINT DIALOG OPTIONS You must have a printer connected to use this function. Destination defines the print destination. The Print Destination can be either Printer, File, or Window. Choose: Printer to send the document to the selected printer. File to copy the document to the disk file you specify in the following text box. Enter the full pathname of the file (including disk drive and directory). If you do not specify a pathname when you print a file, GP uses the directory of the current application. Window to print the document to the screen. When you print to a Window, GP changes the Print button to the Print Done button (described above) on the Toolbar. To switch from the on-screen printed set of records back to the document in User View, select the Print Done button or press Esc. NOTE: If you do not specify a pathname when you print to a file, GP uses the directory of the current application. Default print options can be set for each document with Print Options : Print Detail specifies the print quality. Choose: Text for quick printing with letter quality output that includes only data and document text. Draft for quick letter quality output that also includes image frames (outlines); and lines, rectangles, and ellipses printed in a uniform shade. WYSIWYG (What You See Is What You Get) to print a representation of your document that includes multiple typefaces, images, and other graphical elements. Report Form Expansion which specifies the number of subform or grouped records that print on a page. You can use this option to override the report layout originally specified. Expand Layout to print all the subform or grouped records. Fixed Layout to limit the number of subform or grouped records that print on a page. Include Definition prints the definition of the current document in addition to the layout. The definition lists the properties and location of the document and the display attributes and other characteristics of each object in order from left to right and from top to bottom. Copies prints the number of copies specified in the following text box. The value must be 1 or greater. Collate copies turns on or off the feature that prints pages in proper numerical order when you print multiple copies of a document. Your printer must support collate copies to use this feature. If you do not choose different Options settings, GP uses the TEXT Print Detail, 1 Copy, and Collate copies off. NOTE: To print images, you must have a printer that supports graphics. Range Tells GP which set of records to include in the printout. Choose: All Records to print the records in a document that match the specified selection criteria, if any. If no selection criteria is specified, GP prints all the records. Current Record to print the record currently displayed on your screen. If you do not choose a Range, GP prints All Records. Pages Tells GP which range of pages to send to the printer. Choose: From to specify the first page you want printed. To to specify the last page you want printed. GP uses From 1 To 9999 as the default Range. NOTE: Pages indicates the absolute first and last page, not which pages of a multiple page document print for each record. For example, to print the first 2 records in a two-page form, specify 1 to 4 in the Pages text boxes. Setup displays the Print Setup dialog How to Print the Records in a Form Open the form that contains the records you want to print. Choose GP opens the Print dialog. Choose the Print Destination (Printer, File, or Window). Choose the Print Detail (Text, Draft, or WYSIWYG). Choose the Print Range (All Records or Current Record). Choose Pages to specify which range of pages prints. Enter the number of the first page in the From text box and the number of the last page in the To text box. Click OK.
	Displays the tables used by the current document. You can use the Data Model to: View the tables and relationships that a document uses. Select fields to display in a report. Select fields to use as sort and selection criteria. Create calculated and summary fields. Create fields that display data from related tables. The Query By Model dialog automatically creates a graphic representation of a document's database tables and their columns. Each of the three areas of the dialog is explained in detail below. THE QUERY BY MODEL DIALOG Related Tables lets you add a related table to the Table Diagram. You can add a table from the list box or create a new relationship to access a table that is not listed. When you add a table to the Table Diagram, GP automatically creates a Subform in the document with fields that correspond to the selected columns in the table. Add Table lets you add the table highlighted in the Related Tables list box to the Table Diagram. Remove lets you remove the highlighted table from the Table Diagram. When you remove a table from the Table Diagram, GP deletes the corresponding Subform and any data from the corresponding columns. Select Parent Records If Field displays the selection criteria for the currently highlighted column. If you open Query By Model in User View, GP automatically passes any selection criteria specified in the Query By Form (QBF) to this area of the dialog. Select this Table's Records If Field displays the selection criteria used to select records from the highlighted table. You can edit the criteria in this dialog using the standard GP text editing keys. Sort by lets you sort the records in the document based on the currently highlighted column. You can sort the records in Ascending (A-Z, 1-9) or Descending (Z-A, 9-1) order. If you open Query By Model in User View, GP automatically passes any sort order specified in the query to this area of the dialog. Group by lets you group records in the document based on the currently highlighted column. This choice lets you group data based on one column in a table. When you group by a column, GP automatically creates a Subform in the document with fields that correspond to the selected columns in the table. Summarize lets you generate statistics such as group totals and/or grand totals of all the data based on the values in selected columns. The statistic appears as a field at the end of the group or the end of the document. You can calculate and display any of the following statistics on a column: Sum Count Mean Std Dev Max Var Min Std Err If you add a statistical field to a document using Query By Model, GP does not add a column to the table.
	Reduces a document to 2/3 of its current size.
	Magnifies a document to 1 1/2 times its current size.
	Resizes the document to fill the entire window.
	Displays a document in its original size (100 percent). Use this option to return a document to normal size after it has been magnified or reduced.
	Opens the Custom Zoom dialog described below. How to Select an Area to View Using Zoom Choose GP opens the Custom Zoom dialog. Check the Use Rectangle option. Click OK to close the dialog. Position the rectangle over the area in the document you want to enlarge and click. The area you select appears in the top left corner of the window. How to Change the Magnification Options on the Zoom Menu Choose GP opens the Custom Zoom dialog. Under Options, enter a percentage in the Change Zoom In Percentage box. Click OK to close the dialog. GP displays this value in the cascade menu and automatically calculates a new percentage to display as the Zoom Out percentage.
	Erases any data, selection criteria, or sort order information in the current field.
	Reverses most commands. The menu options name changes to reflect your last action (e.g., restores the previous value in the current field).
	Reverses the effect of Delete Record three situations: Abandons all unsaved changes made to an existing record. Recovers a Main form record that has been marked deleted and restores it in its original (record order) position in the form. Recovers a deleted Subform record.
	Adds a new record to the associated database table. GP will not create a new record if any Required Field is left blank or the values in the Unique fields match those in an existing record.