Tech Tip: Number Word cells in a table/Debug an Excel worksheet/Eliminate repetitive Access data

Learn how to number cells in a table, debug a worksheet with the Formula Auditing Mode, and eliminate repetitive data in reports.

Number cells in a table

Rather than numbering table cells manually, you can use the Formatting toolbar's Numbering button to number cells in a table. Follow these steps:

  1. Select the cells in the table you want to number. (If you only want to number the first cell in each row, select the first column in the table.)
  2. Click the Numbering button.

Word numbers each selected cell consecutively from left to right. As you add or delete rows or columns, Word renumbers the cells accordingly.

To remove the numbers from the table, select the numbered cells, and click the Numbering button again.

Debug a worksheet with Formula Auditing Mode

When debugging an Excel worksheet, your first step should be to examine the formulas that lie behind the results. You can view all formulas in an active worksheet by pressing [Ctrl][~].

This activates Excel's Formula Auditing Mode, which displays the contents of all cells as entered, not calculated. You can also go to File | Print to print the worksheet with the formulas displayed. After examining the worksheet, return to the original worksheet display by pressing [Ctrl][~] again.

If can't find the error after examining the worksheet in Formula Auditing Mode, the next step is to run Error Checking. Go to Tools | Error checking.

Like the spell checker, if the Error Checking tool finds an error in a formula, it opens a dialog box that offers the option of correcting or ignoring the error. To control which type of errors Excel checks, go to Tools | Options, and select the Error Checking tab.

Eliminate repetitive data in reports

If you've grouped report records by a specific field (for example, by the State field), having the report repeat the same State data for each record in a group makes it hard to read and distinguish between groups. You can make Access display the State data only once per group. Follow these steps:

  1. Open the report in Design View.
  2. Right-click the State field, and select Properties.
  3. On the Format tab, set the Hide Duplicates property to Yes.

When you run the report, Access will display only the first instance of each value for the State field in a group.