Software

Tech Tip: Modify Word styles/Accurately enter Excel data/Word's Mail Merge Wizard in Access

Word: Modify styles in existing documents

You can use Word's Modify Style dialog box to automatically change the format of any style already applied to a document. For example, suppose you've applied the Heading 1 style to a document and decide that you want to change the font size from 16 to 14.

To access the Modify Style dialog box in Word 2000, go to Format | Style, select the Heading 1 style from the Style list, and click Modify to open the Modify Style dialog box. Make your changes, and click OK. Word applies the change to all text formatted as Heading 1 in the active document.

To change styles in Word 2002, go to Format | Styles And Formatting. Right-click the Heading 1 style in the task pane, and click Modify. Make your changes, and click OK.

These methods automatically apply the changes to every occurrence of the style in the active document. To make the change available to other documents, select the Add To Template check box in the Modify Style dialog box. This applies the change to any new documents based on that template.

To apply the change to an existing document based on the template, open the document, and go to Tools | Templates And Add-Ins. Select the Automatically Update Documents Styles check box, and click OK.

Excel: Increase data entry accuracy with drop-down lists

Giving users the option to select data from lists rather than type it manually can help eliminate many data entry errors. But you don't need to create the actual lists to ensure accuracy.

After users enter an item once, Excel automatically includes it in a drop-down list of entries that users previously typed in the column.

For example, to access the list of vendors previously typed in the Vendors column of an Orders spreadsheet, follow these steps:

  1. Select the cell under the Vendors column for the next order.
  2. Press [Alt] and the down arrow.
  3. Select the vendor's name from the list, and press [Enter] or [Tab] to move to the next cell.

If the vendor's name is not on the list, users must type it manually. Excel will include the name the next time someone accesses the list.

Access: Open Word's Mail Merge Wizard from within Access

You don't have to export an Access table or query before you can use it with Word's Mail Merge Wizard. With the OfficeLinks feature, you can open Word's Mail Merge Wizard from within Access.

Follow these steps:

  1. From the database window, select the table or query that contains the information you want to merge into your mailing documents.
  2. On the Database toolbar, click the drop-down arrow of the OfficeLinks button.
  3. Select Merge It With MS Word.

If you're using Word 2002, Access displays the Microsoft Word Mail Merge Wizard dialog box, which gives you the option of linking your data to an existing Word document or to an entirely new document.

Selecting Link Your Data To An Existing Microsoft Word Document displays the standard File Open dialog box from which you can select your document. Access opens the selected document with the Mail Merge toolbar active.

Selecting Create A New Document And Then Link The Data To It opens a new document with the Mail Merge toolbar active. You can use the Mail Merge toolbar or the task pane to create and print a merged document or labels.

If you're using Word 2000, Access opens a new Word document with the Mail Merge toolbar displayed. Select the Mail Merge Helper tool from the toolbar to create and print the merge document or labels.

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