Software

Tech Tip: Create spaces in Word for online data entry/Use custom styles from other workbooks/Add a subreport to an existing report

See how to create fill-in line spaces in a Word doc that will work online, use Excel's Merge Styles feature, and add information from another table to an existing report.

Create spaces for online data entry

If you're creating a form that you want users to fill in after printing it, you can use the underline character or the [Tab] key to add fill-in line spaces to the document. But if you also plan to use the same form online, publishing it to the Web can move or overwrite your carefully placed spaces.

However, you can create fill-in line spaces that will work online. Follow these steps:

  1. Place the cursor where you want users to enter the information, and press [Enter] once for each blank line you want to insert.
  2. Select the blank lines. (Turn on the Show/Hide button on the Standard toolbar to make it easier to select the paragraph formatting mark.)
  3. Click the Outside Border button's drop-down arrow on the Formatting toolbar, and select the Inside Horizontal Border button.

Word automatically adds the fill-in lines. To enter information in the line spaces, click above the line and begin typing. Press the down arrow to begin typing on the next line.

Use custom styles from other workbooks

If you've created custom styles in an Excel workbook, you can also use these styles in another workbook. However, you don't have to copy each style individually, which can be a time-consuming process.

Instead, you can use Excel's Merge Styles feature, and Excel will copy the styles for you. Follow these steps:

  1. Open the workbook that contains the custom styles, and open the workbook where you want Excel to copy the styles.
  2. In the second workbook, go to Format | Style.
  3. Click the Merge button, select the workbook whose styles you want to copy, and click OK to exit both dialog boxes.

All of the styles in the existing file will now be available to the active document.

Add a subreport to an existing report

The easiest way to create a report that contains information from more than one table is to use Access' Report Wizard. But the process becomes more complicated if you need to add information from another table to an existing report.

For example, let's say you have an Authors report that lists the names and publishers of all book authors carried in your store. Beneath each author record, you want to list the information from the Books_in_Stock report for each author's books.

To add the Books_in_Stock report to the Authors report, follow these steps:

  1. Open the Authors report in Design View, and press [F11].
  2. Drag and drop the Books_in_Stock report to the Detail section of the Authors report.
  3. Delete or edit the attached control label in the main report that contains the name of the subreport.

When you run the report, Access will list the information about the author's books from the Books_in_Stock report under the author information in the Authors report.

Editor's Picks