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Tech Tip: Indent Word paragraphs with one click/Take advantage of Excel's DATE function/Safely back up data in Access 2003

See how to indent in Word with a single click, find out how to create a worksheet that returns the day of the week for any date, and learn about Access 2003's new backup feature.

Indent paragraphs with one click

A popular method for indenting paragraphs is to drag Word's First Line Indent marker to the desired position on the ruler. But this method is also the most difficult for new users, who often end up changing the left margin instead.

However, there's an alternative method that lets you indent with a single click. Follow these steps:

  1. Select the paragraph or paragraphs you want to indent.
  2. Click the button at the left end of the horizontal ruler until it displays the First Line Indent marker.
  3. Click the ruler where you want to set the indent.

For example, to indent your paragraph one inch, click 1 on the ruler.

You can also use this procedure to set a hanging indent. Just choose the Hanging Indent marker on the left end of the ruler before making your selection.

Take advantage of the DATE function

Would you like to know on which day of the week New Year's Day will fall next year? Or what about your birthday? Determining which day of the week a date will be may sound easy, but it can get tricky.

Excel's DATE function can make this process painless. Using this function and custom formatting, you can create a worksheet that returns the day of the week for any date.

Follow these steps:

  1. In A1, enter Month.
  2. In B1, enter Day.
  3. In C1, enter Year.
  4. In A5, enter Day of Week.
  5. In B5, enter the following formula:
    =DATE(C2,A2,B2)
  6. Right-click B5, and select Format Cells.
  7. On the Number tab, select Custom from the Category list box.
  8. Enter dddd in the Type text box, and click OK.

To find the day of the week for the next New Year's Day, enter 1 in A2, enter 1 in B2, and enter 2005 in C2. B5 will display Saturday. (By the way, the entry for Month must be the number for the month, not the name.)

Safely back up data in Access 2003

To safeguard your data, it's always a best practice to back up your databases regularly. This is particularly important before you make any major changes to the data or design.

Access 2003 offers a new backup feature that makes frequent backups of individual databases easy. To take advantage of this enhancement, follow these steps:

  1. Go to File | Back Up Database.
  2. Select the folder for your backup, and click Save.

Access gives the backup file the same name as the original file, followed by the date of backup. While you can change this name, be sure to give each backup a unique name, rather than writing over an existing one. That way, if something happens to damage one backup, you can always use a previous one.

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