Tech Tip: Repeat Word table headers/Excel keyboard shortcuts/Group Access date fields

Word: Repeat table headers across multiple pages

If a table extends over a number of pages, it's easier to read if each page repeats the headers. Instead of retyping them, use Word's Heading Rows Repeat feature to make the headers replicate automatically.

Follow these steps:

  1. Select the first row and any additional rows you want to repeat at the top of each page of your table. (The selected rows must include the first row of your table.)
  2. Go to Table | Heading Rows Repeat.

Word repeats the selected rows at the top of each page created by an automatic page break. You can view the repeated headings in Print Layout view or Print Preview.

To prevent a row from repeating, select it, and go to Table | Heading Rows Repeat to clear the check mark.

Excel: Speed up data entry with these keyboard shortcuts

Help make your users' data entry easier by teaching them Excel's built-in keyboard shortcuts. For example, you can use keyboard shortcuts to copy rows or columns between other cells without overwriting.

Follow these steps:

  1. Select the rows or columns you want to copy, and press [Ctrl]C.
  2. Move to the row or column where you want to copy the selected cells.
  3. Press [Ctrl][Shift][+].
  4. If a dialog box asks which direction you want to shift cells, make your selection, and click OK.

The keyboard can also help you format cells more quickly. For example, after clicking a cell, it takes at least two mouse clicks to get to the Format Cells dialog box. But you can also open this dialog box by pressing [Ctrl]1.

You can also use shortcut keys to reduce keystrokes. Press [Ctrl][;] to type today's date in a cell, and press [Ctrl][Shift][:] to enter the current time.

Access: Group date fields with the Group On Property

You can use the Group On Property to sort your reports according to the month, day, or year in a date field. For example, let's say you have an employee database that contains a Hire_Date field in the mm/dd/yyyy format. You've already created a report that lists each employee's name, address, and hire date.

Now, you want to use the information in the Hire_Date field to group your employees by their year of hire from the present year to the earliest year.

Follow these steps:

  1. Open the report in Design view.
  2. Click the Sorting And Grouping button on the Report Design toolbar.
  3. Under Field/Expression, select Hire_Date from the drop-down list.
  4. Under Sort Order, select Descending.
  5. In the Group On property box, select Year.
  6. Click the next row under Field/Expression, and select Last_Name from the drop-down list.

When you run the report, it will group employees by the year of their hire and sort each group in ascending order by last name.

In addition to year, you can use the Group On property to group a date/time field by quarter, week, hour, or minute.

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