Sharing Your FileMaker Pro Databases Over the Network

One of the core strengths of FileMaker Pro as a productivity tool is the ability to share your databases with other FileMaker Pro users easily. With this, you can put your data in one place and when someone adds or updates a record, everyone else using the database sees the changes.

Compare this with copying files to and from different computers through the network, by sending emails or using Flash Drives. Eventually you'll have multiple copies of files and you're not sure which version is the latest! With a central database, you're always sure that the data is in one place, easier to find, and easier to back up.

What you need

1. A host computer with FileMaker Pro connected to a network. This will act as your server (don't worry, you don't need FileMaker Server yet; we're using FileMaker Pro's peer-to-peer networking in this example).
2. The database file you want to share. You'll want to set up passwords to make sure only authorized users are allowed to access the database. You'll find the settings in FILE > MANAGE > SECURITY...

How to set up your host

1. Open the database file you want to share in the host.
2. Click FILE > SHARING > FILEMAKER NETWORK...
3. Under "Network Sharing", click ON.
4. Under the list of Currently Open Files, click the database file you want to share.
5. Under "Network access to file," click "All users" if you want all Accounts to access the database, or click "Specify users by privilege set" if you want only certain users to access the database over the network.
6. Click OK. And you're done!

How to access the host with your Mac
The "Clients," or computers accessing the host must have FileMaker Pro installed and connected to the same network as the host.

1. Open FileMaker Pro.
2. Click FILE > OPEN REMOTE...
3. Select LOCAL HOSTS beside View.
4. Click the name of the host in the left part of the Open Remote File box. Usually it's the computer name of the host.
5. Click the database you want to access on the right part of the Open Remote File box. Yes you can have more than one database shared!
6. Click OPEN, and enter your Account Name and Password.

What if I'm using an iPhone 4S or iPad 2?
You can also access the host with FileMaker Go for iPhone, iPod Touch, and iPad (available separately from the App Store). You'll need your device to be connected to the same network as the host computer as well.

1. Open FileMaker Go.
2. Tap OPEN FILE BROWSER...
3. Tap LOCAL NETWORK HOSTS.
4. Tap the name of the host.
5. Tap the database name, and enter your Account Name and Password.

That's it?
Yes, that's it! Take note that with FileMaker Pro 11 or FileMaker Pro Advanced 11, your shared databases can only be accessed by up to 9 simultaneous computers or iOS devices. If you need more capacity you can get FileMaker Server 11, which allows 250 users at the same time, or FileMaker Server Advanced 11, which allows as many users as your hardware can handle.

But wait, there's more!
You're now able to access databases within your network, but what if you're OUTSIDE your network, say in your house, your car, or a faraway beach resort and want to access your database? With a little network configuration, that's also possible! Stay tuned to see how.