working with AutoText

AutoText is useful for saving keystrokes while typing in your document. An AutoText entry is
composed of an abbreviation and an associated phrase. This is an excellent way to reduce the
number of keystrokes for frequently used phrases such as your department name, the University's
address, and a signature block on a letter. AutoText entries can include both text and graphics.
AutoText allows you to retain the formatting (e.g., font, size, justification) used when you created
the entry or match the entry to the current document's formatting. Once an entry is created, it can
be used throughout the current document and other documents associated with the same
template.

To make entering text easier, Word offers the AutoText toolbar. In addition to the entries you
create, Word's AutoText entries include some standard entries to be used as they are or
reformatted to your specifications. 

 Displaying the AutoText Toolbar

 Creating an AutoText Entry
 Inserting an AutoText Entry
 Deleting an AutoText Entry

Displaying the AutoText Toolbar

The AutoText toolbar is important for navigating through the AutoText feature. Using the
AutoText toolbar is also an easier way of creating AutoText.

1. From the View menu, select Toolbars » AutoText

The AutoText toolbar appears.
Windows:

Macintosh:

Creating an AutoText Entry

Word allows you to create an AutoText entry by using either the toolbar or the dialog box. While
the toolbar option is faster, the dialog box option allows you to edit or modify your AutoText
option entry.

Creating an AutoText Entry: Toolbar Option

1. In your Word document, type the desired phrase and/or insert the graphic
2. Select the phrase and/or graphic
 3. On the AutoText toolbar, click NEW...
The Create AutoText dialog box appears.

4. In the Please name your AutoText entry text box, type a name for the entry
5. Click OK

Creating an AutoText Entry: Dialog Box Option

1. In your Word document, type the desired phrase and/or insert the graphic
2. Select the phrase and/or graphic
3. From the Insert menu, select AutoText » AutoText...
The AutoCorrect dialog box appears.
4. Select the AutoText tab
NOTE: The first line or first 30 characters of your entry is shown in the Enter AutoText
entries here text box.

5. In the Enter AutoText entries here text box, type a name for the entry
6. Click ADD

Inserting an AutoText Entry

You can insert your AutoText by using the AutoText toolbar or the dialog box option.

Inserting an AutoText Entry: Toolbar Option

The ALL ENTRIES button on the AutoText toolbar contains all available AutoText entries. The
entries are organized by category. The entries you create are found in the Normal category unless
you have modified one of Word's preset AutoText entries.

1. Place the insertion point where you want the entry to appear
2. On the AutoText toolbar, click ALL ENTRIES » select a category » select
the desired AutoText entry

Inserting an AutoText Entry: Dialog Box Option

1. Place the insertion point where you want the entry to appear
2. From the Insert menu, select AutoText » AutoText...
OR
On the AutoText toolbar, click AUTOTEXT or
The AutoCorrect dialog box appears.
3. Select the AutoText tab
4. In the Enter AutoText entries here section, from the scroll list, select the desired AutoText
entry
5. Click INSERT
OR
Double click the entry

Deleting an AutoText Entry

If you wish to delete some or all of your AutoText entries, use the following steps:

1. From the Insert menu, select AutoText » AutoText...

OR
On the AutoText toolbar, click AUTOTEXT or
The AutoCorrect dialog box appears.
2. Select the AutoText tab
3. In the Enter AutoText entries here scroll list, select the name of the entry
4. Click DELETE
5. Click OK

Field and record validation rules control how and the type of data that you can enter in database
table fields and records. Validation rules provide the following advantages:

 Provide a way to enforce business rules consistently.

 Help you write less code.

 Are enforced for all users of the database table, regardless of the requirements of the
application.
When using validation rules, the values entered in fields and records are compared against the
rule expressions that you specify. If an entered value does not meet the requirements of the rule
expression, the value is rejected.

For example, you might create a rule that compares the value of a postal code field against a
separate table containing the postal abbreviation codes for your country or region and rejects any
value that does not exist as a valid postal code abbreviation.

Choosing Between Field and Record

Validation Rules
You can use a field-level validation rule when the following apply:

 You want to control the type of information a user can enter in a field.
 You can validate the data in a field independently from any other entry in the record.
 You want to compare values entered in a field against the values in another table.

For example, you can use a field-level validation rule to make sure that a user does not enter a
negative number in a field that requires a positive value.

You use record-level validation rules when the following apply:

 You want to control the type of information a user can enter in a record.
 You want to compare the values of two or more fields in the same record to make sure
comply with business rules for the database.

For example, you can use a record-level validation rule to make sure that the value in a field is
always greater than another in the same record.

Checking Field and Record Validation Rules

Field and record validation rules are active even when data is buffered. Generally, field
validation rules are checked when the field's value changes; record validation rules are checked
when the record value changes.

The power of mail merge

You use mail merge when you want to create a set of documents that are essentially the same but
where each document contains unique elements. For example, in a letter that announces a new
product, your company logo and the text about the product will appear in each letter, and the
address and greeting line will be different in each letter. A mail merge is the process of
integrating raw data from a mailing list with a standard letter. The result is one customized letter
per client name that contains particular information that is provided from the list. Some of the
benefits include:


 Letters that appear Professional and Friendly
 Letters that do not portray mass mailings, which are usually interpreted as Junk Mail and
are ignored by most people.
 Each person on your list receives a customized letter that includes their name, address,
date, and any other related information that is provided from the mailing list.
 Special programs can be built into your mail-merged letter to increase the sincerity of your
letters.
 If you have multiple office locations, a special mail merge program could be created to
use your closest office location to the recipient's address. Custom programs could also be
used to manage changing signatures/graphics based on some variable such as office
location.

Protection in excel
Sometimes it may be needed to protect the Excel sheets to prevent any further editing or
accidental changes before giving it to clients or others who may want to just want to have access
to view the contents and not edit it. This also helps to set a password to protect and allow
certain users to edit and update the sheet. Microsoft Excel provides several layers of security and
protection to control who can access and change your Excel data:

 For optimal security, you should protect your entire workbook file with a password, allowing
only authorized users to view or modify your data.
 For additional protection of specific data, you can protect certain worksheet or workbook
elements, with or without a password. Use element protection to help prevent anyone from
accidentally or deliberately changing, moving, or deleting important data.

When you share an Excel file so that others can collaborate on the data, you can prevent any user from
making changes to specific worksheet or workbook elements by protecting (or locking down) certain
parts of the file. You can also specify a password to allow individual users to modify specific elements.

When you protect a worksheet or workbook to lock its elements, adding a password is optional.
In this context, the password is merely intended to allow access to certain users while helping to
prevent changes by other users. This level of password protection does not ensure that all
sensitive data in your workbook is secure. For optimal security, you should use a password to
help safeguard the workbook file itself from unauthorized access. To allow only authorized users
to view or modify your data, you can help secure your entire workbook file with a password.

1. On the File menu, click Save As.

 2. On the Tools menu, click General Options.
3. Do either or both of the following:
 If you want users to enter a password before they can view the workbook, type a
password in the Password to open box, and then click OK.

Printing tracked changes

Q: How do I print out my document showing the tracked changes?

Word 2002 and before: Tools > Track Changes > Highlight Changes. Tick Highlight Changes in
Printed Document.

Word 2002 and 2003: File > Print. In the "Print What" box, choose Document showing Markup.

Word 2007: Round Office button > Print. In the "Print What" box, choose "Document showing
markup".

Word 2010: File > Print. Under Settings, click the first button (that probably says 'Print All
Pages'). On the subsequent menu, choose 'Print Markup'. See Figure 1.

An array formula is a formula that can perform multiple calculations on one or more of the items in an
array. Array formulas can return either multiple results or a single result. For example, you can place an
array formula in a range of cells and calculate a column or row of subtotals. You can also place a formula
in a single cell and calculate a single amount. An array formula that resides in multiple cells is called
(logically enough) a multi-cell formula, and an array formula that resides in a single cell is called a single-
cell formula.
Figure 1. In Word 2010, print markup using the Print menu. Click the first button under 'Settings'
(which probably says Print All Pages). On the menu, tick Print Markup.

Q: How do I print out my document without showing the tracked changes?

Word 2002 and before: Tools > Track Changes > Highlight Changes. Un-tick Highlight Changes
in Printed Document

Word 2002 and 2003: File > Print. In the "Print What" box, choose Document.

Word 2007: Round Office button > Print. In the "Print What" box, choose Document.

Word 2010: File > Print. Under Settings, click the first button (that probably says 'Print All
Pages'). On the subsequent menu, un-tick Print Markup. See Figure 1.
http://www.shaunakelly.com/word/sharing/howtrackchangesworks.html
MACRO

If you perform a task repeatedly in Microsoft Office Project 2003, you may automate it with a
macro. A macro is a series of commands that are stored in a Visual Basic for Applications
module and can be run whenever you need to perform the task. You record a macro just as you
record music with a tape recorder. You then run the macro to repeat, or "play back," the
commands.

Before you record a macro, plan the steps and commands you want the macro to perform. If you
make a mistake when you record the macro, any corrections you make are also recorded. Each
time you record a macro, it is stored in the global file (Global.mpt) by default, which makes it
available to all future projects. You can, however, choose to store the macro with your project.

You can create a macro to perform a specific action or a macro group to perform a series of
actions.

Create a macro

1. In the Database window, click Macros under Objects.

2. Click the New button on the Database window toolbar.
3. Add an action to the macro.

How?

4. To add more actions to the macro, move to another action row and repeat step 3. Microsoft
Access carries out the actions in the order you list them.

creating a macro:

1. Ensuring the "Macros" tab is selected, click "New".

2. Use the dropdown menu to select your first action - choose "OpenForm". In the bottom
pane, select the form name you wish to open - choose "Individual Form
3. Use the dropdown menu to select your second action - choose "GoToRecord". In the bottom
pane, choose the record you want to go to - choose "New". What we're doing here is ensuring
that the form doesn't open up a previous record - it goes straight to the end and has a blank
record ready for you to enter a new record (this saves time and unnecessary clicks).
4. You're now ready to save your macro. To do this, click on the "Save" icon and enter a name for
your macro. Make sure you name this macro "Autoexec". By naming it Autoexec, we are
instructing Access to run this macro everytime we open the database.

Filtering in Access
What a filter does
A filter is a command in Access that helps you to display only those records in a view or report
that match one or more criteria. For example, you want to see the products whose price is greater
than $50. Instead of opening the Product List query in Datasheet view and scanning the entire
list, you can apply a filter.

There are two basic steps to applying a filter. The first step is to identify the column whose
values determine whether a record appears in the filtered results. In this example, the Price
column is the basis for your filter, because the values in this column must be checked before
records are included in the results. The second step is to specify the rule or criterion in the
filtered column. To see only those records where the values are greater than 50, you specify the
string (also known as the criterion or expression) >50 in the Price column.

Excel's Error Messages

Error Meaning
#DIV/0! Trying to divide by 0
#N/A! A formula or a function inside a formula cannot
find the referenced data
Text in the formula is not recognized
#NAME?
#NULL! A space was used in formulas that
reference multiple ranges; a comma separates
range references
#NUM! A formula has invalid numeric data for the type of
operation
#REF! A reference is invalid
#VALUE! The wrong type of operand or function
argument is used

Removing an Array Formula

If you want to remove an array formula, first highlight all the cells that contain the formula. Then
highlight the formula in the formula bar. Backspace (or hit the Delete key) to delete the formula
so that the formula bar is empty. Finally, hold down the CTRL and Shift keys and
simultaneously hit the Enter key

Edit an array formula

 1. Click the cell that contains the array formula.
2. Click in the formula bar . When the formula bar is active, the braces ( { } ) do not
appear in the array formula.
3. Edit the array formula.
4. Press CTRL+SHIFT+ENTER.

5. Margins Outside Printable Area Error

in Word Viewer
6. To work around this problem, use one of the following methods.
7. Back to the top

8. Method 1: Ignore the Error Message

9. Ignore the error by clicking the Continue button.

The document will be printed, but there is a danger that some of the text may be truncated in
the printed version.
10. Back to the top

11.Method 2: Open the Document for Editing in Word

12. Open the document in Microsoft Word and adjust the margins so that the error does not
occur.

In Word Viewer 97-2000, on the File menu, click Open For Editing. This starts
Microsoft Word, loads the document, and allows you to make changes.

To underline words and the spaces between them

1. Select the text you want to underline.

2. On the Formatting toolbar, click the Underline button .

 Note   Be sure you are looking at the Formatting toolbar, not the Formatting menu. To see the
Formatting toolbar, click the View menu, point to Toolbars, and then click Formatting so that
a check mark appears next to it in the list of toolbars.

I don't see the button …

To underline words, but not the spaces between them

1. Select the text you want to underline.

2. On the Format menu, click Font, and then click the Font tab.
3. In the Underline style box, click Words only.

To use a double underline

 1. Select the text you want to underline.
2. On the Format menu, click Font, and then click the Font tab.
3. In the Underline style box, click the double underline.

To underline blank spaces

You can underline blank spaces by pressing SHIFT+HYPHEN (-), but it's difficult to line up the
underlines — if you're creating a fill-in form, for example. Also, if the AutoFormat option for
changing underscore characters into border lines is turned on, pressing SHIFT+HYPHEN (-)
three or more times in a row will result in a line that extends the width of the paragraph, which
may not be what you want.

A better way to underline blank spaces is to use the TAB key and apply the underline formatting
to the tab characters.

1. On the Standard toolbar, click the Show/Hide ¶ button so that you can see the marks that
indicate spaces and tab stops.

I don't see the button …

2. Press the TAB key.

3. Select the tab characters that you want to underline. A tab character looks like a small arrow.
4. Do one of the following:
 Press CTRL+U to apply a simple underline format.
 If you want a different style of underline, click Font on the Format menu, click the Font
tab, and then click the style you want in the Underline style box.

To add a decorative underline

1. Select the text you want to underline.

2. On the Format menu, click Font, and then click the Font tab.
3. In the Underline style box, click the style you want.
4. In the Underline color box, click the color you want.

Remove underlining

To remove single underlining from words and spaces, select the underlined text and press
CTRL+U.

 Note   To remove other styles of underlining, press CTRL+U twice.

Type a table of contents manually

You can type table of contents entries and use tabs to get the dotted lines, or dot leaders, between
each entry and its page number. For a faster way to create a table of contents, see Create a table
of contents automatically.

1. Type the first entry.

2. Press TAB and then type the page number for the first entry.
3. Select the tab stop character.

 Note    If you can’t see the tab stop character, click the Home tab, and then click Show/Hide in the Paragraph
group.

4. On the Page Layout tab, click the Paragraph Dialog Box launcher.
5. Click Tabs.
6. Under Tab stop position, type where you want the page number to be.

 Note    To view the ruler so that you can type the right-margin location, click the View Ruler button at the top of
the vertical scrollbar.

7. Under Alignment, click Right.

8. Under Leader, click the option that you want, and then click OK.
9. Press ENTER, and then type your next entry.
10. Press TAB, and then type the page number for your second entry.
11. Repeat until your table of contents is complete.

 Important    If you make changes to headings or pages in your document, you need to update
the table of contents manually.

Top of Page

Create a table of contents automatically

The easiest way to create a table of contents is to use the built-in heading styles. You can also
create a table of contents that is based on the custom styles that you have applied. Or you can
assign the table of contents levels to individual text entries.

Mark entries by using built-in heading styles

1. Select the heading to which you want to apply a heading style.

2. On the Home tab, in the Styles group, click the style that you want.
For example, if you selected text that you want to style as a main heading, click the style called
Heading 1 in the Quick Style gallery.

 Notes 

 If you don't see the style that you want, click the arrow to expand the Quick Style gallery.
 If the style that you want does not appear in the Quick Style gallery, press CTRL+SHIFT+S to open
the Apply Styles task pane. Under Style Name, click the style that you want.

Create a table of contents

After you mark the entries for your table of contents, you are ready to build it.

Create a table of contents from built-in heading styles

Use this procedure if you created a document by using heading styles.

1. Click where you want to insert the table of contents, usually at the beginning of a document.
2. On the References tab, in the Table of Contents group, click Table of Contents, and then click
the table of contents style that you want.

 Note   If you want to specify more options — for example, how many heading levels to show —
click Insert Table of Contents to open the Table of Contents dialog box. To find out more
about the different options, see Format the table of contents.

Create a table of contents from custom styles that you applied

Use this procedure if you already applied custom styles to your headings. You can choose the
style settings that you want Word to use when it builds the table of contents.

1. Click where you want to insert the table of contents.

2. On the References tab, in the Table of Contents group, click Table of Contents, and then click
Insert Table of Contents.
3. Click Options.
4. Under Available styles, find the style that you applied to the headings in your document.
5. Under TOC level, next to the style name, type a number from 1 to 9 to indicate the level that
you want the heading style to represent.

 Note    If you want to use only custom styles, delete the TOC level numbers for the built-in
styles, such as Heading 1.
 6. Repeat step 4 and step 5 for each heading style that you want to include in the table of
contents.
7. Click OK.
8. Choose a table of contents to fit the document type:
 Printed document    If you are creating a document that readers will read on a printed
page, create a table of contents in which each entry lists both the heading and the page
number where the heading appears. Readers can turn to the page that they want.
 Online document    For a document that readers will read online in Word, you can
format the entries in the table of contents as hyperlinks, so that readers can go to a
heading by clicking its entry in the table of contents.
9. To use one of the available designs, click a design in the Formats box.
10. Select any other table of contents options that you want.

Format the table of contents

If you already have a table of contents in your document, you can change the options. To do this,
you need to insert a new table of contents by using the Table of Contents dialog box.

1. Select the existing table of contents.

2. On the References tab, in the Table of Contents group, click Table of Contents, and then click
Insert Table of Contents.

3. In the Table of Contents dialog box, do any of the following:

 To change how many heading levels are displayed in the table of contents, enter the
number that you want in the box next to Show levels, under General.
 To change the overall look of your table of contents, click a different format in the
Formats list. You can see what your choice looks like in the Print Preview and Web
Preview areas.
 To change the way heading levels are displayed in the table of contents, click Modify. In
the Style dialog box, click the level that you want to change, and then click Modify. In
the Modify Style dialog box, you can change the font, the size, and the amount of
indentation.

Update the table of contents

If you added or removed headings or other table of contents entries in your document, you can
quickly update the table of contents.

1. On the References tab, in the Table of Contents group, click Update Table.
 2. Click Update page numbers only or Update entire table.

Delete a table of contents

1. On the References tab, in the Table of Contents group, click Table of Contents.

2. Click Remove Table of Contents

How to create a table of contents for several documents

To create one table of contents for several documents, you need to do the following.

1. Create a separate document to hold the table of contents (we'll call this "the ToC
document").
2. For ease, put all the documents, and your ToC document, in the one folder.
3. In your ToC document, use an RD (Reference Document) field for each document that
you want to include in your Table of Contents.
o To insert an RD field, do ctrl-F9 and, within the brackets that Word gives you,
type RD "filename". For example { RD "Chapter 1.docx" }. You can't type the
curly brackets by hand. You must do ctrl-F9.
o If you can't put all your files in one folder, you must use double backslashes and
double quotes. For example, { RD "C:\\My folder\\Chapter 1.docx" }.
o In theory, you can use relative path names. But it never seems to work
properly<g>.
4. Add an RD field for each document that you want to reference, in order.
5. Create the Table of Contents in this ToC document in the usual way.
6. Remember the page number rule: "The Table of Contents will pick up whatever
pagination appears in your document". It applies when using RD fields to create a ToC
for many documents. You may have to set the starting page number manually in each
document if you want pagination to run consecutively through your project.

If you want to select values from a list without having to browse through all the records, or if you want to specify
several conditions at the same time, use the Filter by form method.
Do as follows

1. Open a form or table.

2. Place the cursor on a field or record.

3. 3. Click Filter by Form:

4. The selection that displays will now be limited/filtered.

To show all records, click Remove Filter