Software

Tech Tip: Word print paper size/Copy Excel subtotals/Access Chart Wizard button

Word: Print on a different paper size

You can use Page Setup to change the paper size for an existing document, but Word doesn't automatically fit each page to the new size. You may need to fit the pages manually by adjusting the document's page breaks and layout. With Word's Zoom feature, you can print a document on a different paper size without making permanent adjustments to the layout.

Zoom automatically scales each page of the document to fit the new paper size. For example, to print an 8 1/2 by 11 inch letter-sized document on A5 (148 x 210 mm) paper, follow these steps:

  1. Go to File | Print.
  2. Click the Scale To Paper Size drop-down list under Zoom, and select A5.
  3. Make any other print selections, and click OK.

Zoom automatically scales the document's fonts, graphics, and margins to print on the smaller A5 paper, while retaining all of the original document's page layout and page break settings.

Excel: Copy subtotals

When you apply Data Subtotals, Excel automatically displays outline symbols to the left of the spreadsheet. Using these symbols, you can collapse the data to show only the subtotals and the grand totals. For instance, you could show the total monthly payroll for each employee, without the weekly details. However, when you try to copy and paste the monthly subtotals, both the detail rows and subtotals are pasted to the new location.

To copy only the subtotals, use the Go To command with Copy. Follow these steps:

  1. Collapse the subtotals to display only those you want to copy.
  2. Select the subtotals to copy.
  3. Go to Edit | Go To, and click Special.
  4. Select the Visible Cells Only option, and click OK.
  5. Click Copy.
  6. Move to the cell where you want to copy the subtotals, and click Paste.

Combining Go To with Copy enables you to copy the subtotals without the details.

Access: Add the Chart Wizard button to the Toolbox

To add a chart to an existing form or report, you can either select Chart from the Insert menu or use the Chart Wizard button on the Toolbox. However, by default, the Chart Wizard button isn't included on the Toolbox. To use the Chart Wizard button, you need to first customize the Toolbox.

Follow these steps to add the wizard to the Toolbox:

  1. Open the form or report in Design view, and click the Toolbox button.
  2. Right-click the Toolbox, and select Customize.
  3. Select Commands, and select Toolbox under Categories.
  4. In the Commands list box, click Chart, and drag it to the Toolbox.
  5. Close the Customize dialog box.

To use the Chart Wizard button, select it in the Toolbox, and click where you want the chart to appear in your form or report. This activates the Chart Wizard. Follow the Chart Wizard to build your chart.

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