Software

Tech Tip: Word AutoFit feature/Delete Excel information/Search multiple Access field values

Word: Adjust column width with the AutoFit feature

If you routinely adjust column widths to fit table contents, you can save time by using Word's AutoFit feature to adjust them automatically. To activate the AutoFit feature, click inside the table, and go to Table | AutoFit | AutoFit To Contents.

Once you've activated AutoFit, all column widths will adjust to fit the contents of the cells. Word automatically adjusts all columns in the table as you type within the cells.

To adjust the width of a single column to fit its contents without activating the AutoFit feature, move your pointer along the column's right boundary until it becomes a double-arrow, and then double-click.

Excel: Delete personal information from a worksheet

If you regularly e-mail your spreadsheets to users or copy them to a shared server, you can use Excel 2002's Options menu to delete any personal information from them before others can see it.

To delete personal information, follow these steps:

  1. Unshare the workbook if you have previously shared it.
  2. Go to Tools | Options.
  3. On the Security tab, select the Remove Personal Information From This File On Save check box, and click OK.

After you save the workbook, Excel will delete the following information from the file:

  • File properties (e.g., author, manager, company, etc.)
  • Routing slips
  • E-mail message header
  • Paths associated with downloaded components and smart tags
  • Personal views
  • Name of the last person to open the workbook

In addition, Excel changes names associated with PivotTable reports, comments, and scenarios to Author. However, this will not remove personal information contained in macros.

Access: Search for multiple field values

Access provides two methods to find multiple field values. The first technique is the Or operator. For example, using the Or operator, you can create a list of the names and addresses of all customers in the Customer table who live in the 08004, 08009, and 08051 ZIP code areas.

Follow these steps:

  1. Create a query using the Customer table.
  2. Select the appropriate name and address fields from the table.
  3. In the Criteria cell of the ZIP Code field, enter 08004 Or 08009 Or 08051. Access automatically places quotation marks around the ZIP codes in the expression.

The second method uses the In operator. To use the In operator, create a query as before. But in the Criteria cell of the ZIP code field, enter
In(08004,08009,08051). In this expression, commas separate the criteria values. Again, Access automatically adds quotation marks.

The In operator works the same as the Or operator only when searching for specific values. To perform a wildcard search, you need to use the Or operator.

For example, to search for all customers whose addresses include ZIP codes beginning with 08 or 07, enter 08* Or 07* in the Criteria cell of the Zip Code field. Access automatically changes the expression to Like "07*" Or Like "08*".

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