Software

Tech Tip: Print Word docs simultaneously/Two-digit year entries in Excel/Speed up Access data entry

Learn how to print two or more documents simultaneously with IncludeText, make sure two-digit year entries point to the right century, and speed up data entry with keyboard shortcuts.

Print two or more documents simultaneously with IncludeText

When users need to print copies of two or more documents for a presentation or a mailing, many will print each file separately. However, they must then spend time manually collating the documents.

To avoid manually collating copies, you could insert or copy each document into one large document and then print it. But there's a better way.

Word lets you print and collate a number of files without having to create a new document.

Follow these steps:

  1. Open the first document you want to print, and place the cursor at the end of the document.
  2. Go to Insert | Field.
  3. Select IncludeText from the Field Names list box.
  4. In the File Name text box, enter the full pathname of the second file you want to include, and click OK.

Repeat these steps to create an IncludeText command for each document you want to include in your printout. Word will print the original document text first, followed by the text of the documents specified in the IncludeText commands.

Make sure two-digit year entries point to the right century

By default, when a user enters a two-digit year, Windows interprets the entry as a year between 1930 and 2029. For example, Excel interprets the entry 01/01/30 as Jan. 1, 1930, and it interprets the entry 01/01/29 as Jan. 1, 2029.

Which century is used depends on the default settings in Control Panel. To avoid any misinterpretations, you can either use four-digit year entries, or you can change the default date range in Control Panel.

For example, let's say you need to enter the ending date of 30-year mortgages that begin in 2004. You need to change the range to a number greater than 2029.

Follow these steps:

  1. Go to Start | Control Panel.
  2. Double-click Regional And Language Options.
  3. On the Regional Options tab, click the Customize button.
  4. On the Date tab, change 2029 to 2055 in the Calendar section, and click OK.
  5. Click OK to close the dialog box.

Excel will now interpret two-digit year entries as a year between 1956 and 2055.

Speed up data entry with keyboard shortcuts

Whether you're editing or entering data in a datasheet or form, keyboard shortcuts can help make the job easier. Here are some examples:

  • After changing a field in the middle of a long record, press [Shift][Enter] to save the entire record.
  • If you accidentally change a default value, you can replace the current value with the default by pressing [Ctrl][Alt][Spacebar].
  • Press [Spacebar] instead of using the mouse to toggle values in a check box or option.

Here are more time-saving shortcuts:

  • Press [Ctrl][;] to insert the current date.
  • Press [Ctrl][Shift][;] to insert the current time.
  • Press [Ctrl][+] to add a new record.
  • Press [Ctrl][-] to delete the current record.
  • Press [Esc] to undo a change to the current record.

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