Data Management

Tech Tip: Locate the last edit in Word/Add Excel graphics to chart data/Create an Access SQL statement

Learn how to quickly return to the location of the last edit, add graphics to chart data, and create an SQL statement.

Quickly return to the location of the last edit

When you need to review the last edit made to a very large document, you don't need to scroll and read through the entire document to find it. Word automatically remembers the last three locations where you've entered or modified text.

To return to the location of your last edit, press [Shift][F5]. Word moves the cursor to that location.

You can press [Shift][F5] up to three times to move the cursor to the location of the last three edits. Pressing the keyboard combination a fourth time moves the cursor back to its original location.

This method works well when you want to check a few edits. However, it doesn't replace Word's Track Changes feature for documents with extensive edits or more than one reviewer.

Add impact to your chart data with graphics

You can add impact to a chart's data by replacing those plain solid bars with graphics. For example, let's say you have an existing bar chart that displays an increase in holiday sales of $4 million.

To replace the solid bars with stacked images (such as a Christmas tree or bell), follow these steps:

  1. Right-click the data series, and choose Format Data Series.
  2. On the Patterns tab, click the Fill Effects button.
  3. On the Picture tab, click the Select Picture button.
  4. Navigate to the picture file, and click Insert.
  5. Select Stack in the Format section, and click OK to exit the dialog boxes.

Excel will replace the solid color bars with stacked images of your chosen picture.

Create an SQL statement in Access

The Record Source property specifies the source of the data displayed or modified by an Access form. Typically, the record source or data source specified is an existing table or query.

However, Access doesn't limit you to existing queries. You can also use an SQL statement as the record source.

Let's say you've developed a form to view and update orders for the current year. You can create an SQL statement for the Record Source property that prevents users from accessing records on orders dated before Jan. 1, 2004. And with Access, you don't need to know SQL.

Follow these steps:

  1. Create a form based on the Orders table.
  2. Open the form in Design View, and open the form's Properties.
  3. On the Data tab, select Record Source.
  4. Click the build button, and click Yes.
  5. Drag the asterisk [*] from the Orders table field list to the query grid.
  6. Drag the OrderDate field to the query grid.
  7. Enter >December 31, 2003 AND <January 1, 2005 in the OrderDate Criteria field.
  8. Close and save the query.

The SQL statement you created in the Query Builder window is now the Record Source property for the form.

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