Printers

Tech Tip: Print Word docs in reverse/Determine Excel data frequency/Keep form controls in Access

Learn how to print Word docs in reverse, determine data frequency with the COUNTIF function, and keep form controls in focus.

Print documents in reverse

Many ink-jet printers typically stack multipage documents with the first page on the bottom, which forces you to collate the copies in the correct page order. This can be a time-consuming process, particularly if you're on your way to a meeting.

However, you can configure the printer to print the pages in descending order to avoid this scenario. Follow these steps:

  1. Go to File | Print.
  2. Click the Options button.
  3. Select the Reverse Print Order check box, and click OK twice.

This change applies to the current document. If you want to make this a permanent change and you intend to use the same printer for all of your print jobs, go to Tool | Options, and select the Reverse Print Order check box on the Print tab. This applies the change to all documents.

Determine data frequency with the COUNTIF function

You can use Excel's COUNTIF function to compare the frequency of specific data in a field. For example, say you've set up a worksheet that tracks members' attendance at special events.

This database contains the following fields: First Name, Last Name, Event, and Event Date. The Event field contains a code-name for each of the club's events (such as Golf for a golf outing, Picnic for the annual picnic, and Dance for the annual Christmas ball).

To determine how many members attended each event, follow these steps:

  1. Select the column that contains the Event data.
  2. Click the Name box, type Data, and press [Enter].
  3. Select a blank cell, click the Name box, type Event, and press [Enter].
  4. Select another blank cell and enter the following formula:

=COUNTIF(Data,Event)

To count the number of Golf Outing attendees, enter Golf in the Event cell. The COUNTIF function counts all of the occurrences of Golf in the Data range to return a total of all attendees to that event.

Keep form controls in focus

It can sometimes be difficult to find the cursor on a form. To clarify which control has focus, you can configure the control to display a different background color when the user moves to it.

For example, you can configure the current control to appear with a yellow background. Follow these steps:

  1. Open the form in Design View, and select the first control.
  2. Go to Format | Conditional Formatting.
  3. Under Condition 1, select Field Has Focus.
  4. Click the Fill/Back Color button, and select yellow.
  5. Click OK.

Set this condition for each control the user will tab to; in particular, set the condition on all controls that display text, such as text boxes and combo boxes.

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