Software

Tech Tip: Update Word date/Print Excel column labels/Link new Access record to old form

Word: Update your document's date automatically

When creating a template or form letter that should always be printed with the current date, insert the date as a field rather than as text to avoid having to retype it with each printing.

Follow these steps:

  1. Position your cursor where you want the date to appear in your document or template.
  2. Go to Insert | Date And Time.
  3. From the Available Formats box, select the date and time format you want to use.
  4. Click the Update Automatically check box, and then click OK.

The date is inserted as a field. (To view the field code, right-click the shaded area and click Toggle Field Codes.) Each time you open or print your form letter, or create a new document from the template, the current date will appear automatically.

To make the date permanent, before saving the document, select the date and repeat Steps 2 through 4 above to clear the check mark from the Update Automatically check box.

Excel: Print worksheet column labels on every page

Multipage printouts of large worksheets are difficult to read when their column labels appear only on the first page. For example, suppose you have a 10-column, 1000-row worksheet and the labels for each column are contained in row one.

Follow these steps to have the column labels print on every page:

  1. Click anywhere in the worksheet, and select File | Page Setup.
  2. Click Sheet and, under Print Titles, click the collapse dialog box at the right end of the Rows To Repeat At Top text box.
  3. Select a cell in the title row. The range $1:$1 appears in the text box.
  4. Click the collapse dialog box at the right end of the Page Setup—Rows To Repeat At Top text box.
  5. Select Print.

When you click Print, row one will print as the horizontal title for each page.

To print row labels on the left of each page, follow the steps above, except in Steps 2 and 4, select the collapse dialog box at the right end of the Columns To Repeat At Left text box and enter the range of columns that contain the row labels.

Access: Use an old form with a new record source

It isn't necessary to design a new form for each new table or query in your database. Just make a copy of an old form and change the record source so that it'll work with a new table or query.

Follow these steps to change the record source:

  1. Open the copy of the form in Design view.
  2. Double-click the form selector (the box in the upper left-hand corner where the rulers meet).
  3. On the Data tab, click RecordSource and select a table or query from the drop-down list.

The form's field list now contains the fields in the new record source.

Access only allows one query or table per form. If you need the fields from two or more tables in the drop-down list, in Step 3, click RecordSource and click the Build button. This will open a query design screen from which a single query can be built from the desired tables. Once built, close the query design window, and click Yes to have the SQL code from the query entered as the RecordSource.

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