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Software

Office challenge: Why isn't your Access query returning all of the expected records?

This week, test your skills in Access queries and learn the solution to last week's challenge on Word styles.

Access queries speak a specific and literal language. It's easy to misstate your intentions. For example, suppose you query your 150 customers for those living in a specific ZIP code and the query returns 45 records. A second query returning all customers who do not live in that ZIP code returns 100—that's 145! Where are the other 5 customers? They should be in one or the other query, right? Not necessarily. Last week we asked… How do you change formatting for comments? The answer is a bit elusive for two reasons: You use the Balloon Text style to alter comment formatting, and the Balloon Text style may not be readily available. You change the Balloon Text style the same way you would any style — just knowing to use that style is what trips up most people. To change the Balloon Text style (or any style really), complete the following steps:

  1. Display the Styles And Formatting task pane by choosing Styles And Formatting from the Format menu or clicking the Styles And Formatting button on the Formatting toolbar.
  2. Choose All Styles from the Show drop-down list (at the bottom of the task pane). Depending on the document, you could expose dozens of styles.
  3. If Balloon Text is in the list (most likely, it will not be) right-click it and choose Modify.
  4. In the Format Style dialog box, choose Font from the Format button at the bottom of the dialog box, make the changes you want, and click OK twice.
  5. If Balloon Text isn't available, choose Custom from the Show drop-down list.
  6. In the resulting Format Settings dialog box, check Balloon Text in the Styles To Be Visible list and click OK.
If Balloon Text still isn't visible in the Pick Formatting To Apply list, you have one last shot at it. Make sure the document isn't protected. To do so, choose Unprotect Document from the Tools menu and try again.

About

Susan Sales Harkins is an IT consultant, specializing in desktop solutions. Previously, she was editor in chief for The Cobb Group, the world's largest publisher of technical journals.

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