Tech Tip: Word font substitution/Quickly name Excel cells/Improving Access code value display

Get familiar with the Font Substitution feature

When you open a document formatted in a font that's not available on your machine, Word automatically substitutes an equivalent from the installed fonts. Even though the font may look different, Word still displays the name of the missing font in the Font drop-down box in the Formatting toolbar.

To find out which font Word substituted for a missing font, follow these steps:

  1. Go to Tools | Options.
  2. On the Compatibility tab, click the Font Substitution button.

If there are no substitutions, Word displays a message telling you that no substitutions are necessary. If there are substitutions, Word displays the Font Substitution dialog box, listing each missing font and the font substitution.

While Word tries to come as close as possible to the original fonts, in many cases, it may just choose the default font. But you don't need to accept all of Word's substitutions.

To override a font substitution, follow these steps:

  1. In the Font Substitution dialog box, click the row containing the missing font you want to change.
  2. Select the font you want to use from the Substituted Font drop-down list.
  3. To change the name in the Font drop-down list from the original font to the substituted font, click the Convert Permanently button, and click OK.

Quickly name cells or cell ranges

Using named cells or ranges instead of cell addresses makes it easier to understand and use formulas. The quickest method for creating names is the Name Box (the drop-down box to the left of the formula bar).

To use the Name Box, follow these steps:

  1. Select the cell or range of cells you want to name, and click inside the Name Box.
  2. Type the name, and press [Enter].

A second method uses labels in adjacent cells to name the cells. For example, suppose column A lists the months of the year, and column B lists each month's sales.

To name the cells in column B, follow these steps:

  1. Select Column A cells with the name text and the adjacent cells that you want to name in Column B.
  2. Press [Ctrl][Shift][F3].
  3. Under Create Name In, select which column the names are in (in this case, the left column), and click OK.

The names now appear in the Name box.

To obtain a list of names that have been created for a worksheet, along with their cell references, follow these steps:

  1. Place the cursor in an empty area of your worksheet, and press [F3].
  2. In the Paste List dialog box, click the Paste List button.

Excel lists each cell and range name along with its cell references.

Display code values in forms with calculated fields

You can use calculated controls in your forms to display a more meaningful text expression for a value in a coded field. For example, a patient information form may include a text box control for the Gender field that displays a 1 if the patient is male and a 2 if the patient is female.

To create a calculated control that would replace the codes with the recognizable text "Male" or "Female," follow these steps:

  1. Open the form in Design view.
  2. Right-click the Gender text box control, and select Properties.
  3. On the Other tab, select the Name property, and enter Calculated Gender.
  4. On the Data tab, select the Control Source property.
  5. Press [Shift][F2], and enter the following expression in the Zoom box: =IIf([Gender]=1, "Male","Female")
  6. Click OK, and close the Properties.

When the user runs the form to look up information on a patient, the IIf function in the Calculated Gender field checks the value in the patient's Gender field. If the value is 1, Access displays Male. If it's not equal to 1, it displays Female.

Editor's Picks

Free Newsletters, In your Inbox