Software

Tech Tip: Disable AutoCorrect's automatic capitalization/Adjust text to fit within a cell/Send an e-mail from an Access table

Learn how to prevent Word's AutoCorrect from capitalizing letters, resize text to fit within a cell in Excel, and send an e-mail from a table without leaving Access.

Disable AutoCorrect's automatic capitalization

While Word's automatic capitalization feature can come in handy at times, it can often become superfluous. For example, if you're entering columns separated by tabs, Word capitalizes the first word in each line by default.

However, you can disable this AutoCorrect feature. To turn off automatic capitalization, follow these steps:

  1. Go to Tools | AutoCorrect Options.
  2. On the AutoCorrect tab, deselect the Capitalize First Letter Of Sentences check box, and click OK.

You can also use this method to prevent Word from capitalizing the first letter entered in a table by deselecting the Capitalize First Letter Of Table Cells check box on the AutoCorrect tab.

By default, Word also capitalizes the first word following an abbreviation ending in a period—unless you've added that abbreviation to the AutoCorrect exceptions. For example, if your company's name includes Ltd., Word will automatically capitalize any word following the abbreviation.

To prevent this capitalization, you must add Ltd. to the AutoCorrect Exceptions list. Follow these steps:

  1. Go to Tools | AutoCorrect Options.
  2. On the AutoCorrect tab, click the Exceptions button.
  3. Under the First Letter tab, enter Ltd. in the Don't Capitalize After text box, and click OK.

Adjust text to fit within a cell

When text is too long to display in a label cell, you can use Excel's AutoFit feature to enlarge the cell enough to fit the contents. But this can result in too much white space in the rest of the row or column.

Rather than fitting the cell to the label size, Excel also lets you resize the contents to fit within the cell. Follow these steps:

  1. Select the cell with text that's too long to fully display, and press [Ctrl]1.
  2. In the Format Cells dialog box, select the Shrink To Fit check box on the Alignment tab, and click OK.

However, sometimes this method shrinks text to the point of sacrificing legibility. An alternate method is to wrap the label text within the selected cell by selecting the Wrap Text check box on the Alignment tab of the Format Cells dialog box. Keep in mind that this method will increase the height of the cell.

Send an e-mail from a table without switching to an e-mail client

In Access, you can create a table that not only allows users to look up e-mail addresses but that also lets them compose an e-mail to a specified address without having to leave Access.

First, you must create the E-mail_Address field that links to the user's e-mail program. Follow these steps:

  1. Open the table in Design View.
  2. Add a field called E-mail_Address, and select Hyperlink from the Data Type drop-down list.
  3. Save the changes to the table.

Then, to enter an e-mail address as a hyperlink, follow these steps:

  1. Move to the E-mail_Address field in the table, and press [Ctrl]K.
  2. In the Link To section, click E-mail Address.
  3. In the E-mail Address text box, enter the e-mail address for that record, and click OK.

To send an e-mail from the table, right-click the E-mail_Address field, and choose Hyperlink | Open Hyperlink. Access will open an e-mail message with the To address already filled in. All you have to do is complete and send the message.

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