By Senior Instructor on 10/30/2007 12:30 PM

After creating a new macro in Word, I usually require a document with sample text that I can use to test the macro. I found that one way to accomplish this is to use the rand() function in Word. This function prints the sentence The quick brown fox jumps over the lazy dog as many times as you need it to. (BTY - This is an example of a "pangram"- a sentence or phrase that uses all the letters of the alphabet at least once.)

To generate the text, open a new blank document and then type =rand(p,s), where p is the number of paragraphs you need and s is the number of sentences per paragraph. Then press Enter. Word will automatically create the text. (The autocorrect while typing option must be active for this feature to work.)

By Senior Instructor on 10/29/2007 8:13 AM

A frequent question to our instructors is how to separate first and last names in a column in Excel. Although this can be accomplished using text functions, a simpler way is to use the text to column command.

To begin, enter four names into cells A1 though A4. Next, select column A. Then select Data > Text to Columns… from the menu to start the Convert Text to Columns Wizard.

• In Step 1, leave Delimited selected and click Next.
• In Step 2, check the box next to Space under delimiters, then click Next.
• In Step 3, select each individual column in the Data Preview area and change the Column data format to Text. Click Finish.

The first names should be in column A while the last names are in column B. This command will also work with middle initials and multiple middle names, as long as you have a space separating each name.

By Senior Instructor on 10/24/2007 9:19 AM

When you use the Number data type for a field in a table, Access automatically assigns zero ( 0 ) to the field's Default Value property. But what if you would like your table to display a blank cell rather than a zero if the number field is left empty?

Try the following:

• Open the table in Design view and select the field with the number data type.
• Select the Default Value property for the number field.
• Change the Default Value property from 0 to Null.
• Save the table.

By Senior Instructor on 10/24/2007 8:58 AM

Select the text, then use the keyboard shortcut Shift + F3 to toggle between Title Case, UPPERCASE and lowercase.

By Senior Instructor on 10/24/2007 8:56 AM

Here are several keyboard shortcuts you can use during your next PowerPoint presentation.

• 1 + Enter or hold down both mouse buttons for about 2 seconds - Go to the first slide
• number + Enter - Go to a specific slide number
• B or period - Display a black screen or return to the presentation from a black screen
• W or comma - Display a white screen or return to the presentation from a white screen
• E - Erase on-screen annotations

By Senior Instructor on 10/23/2007 3:21 PM

The AutoNumber data type automatically generates a unique number for each record that's added to a table, and is commonly used for primary key fields. Seldom, if ever, should the value of the AutoNumber field be shown to your database users. If the value of the AutoNumber field is relevant to your Access forms and reports, then it may be that you shouldn't be using the AutoNumber type, since there will frequently be gaps in the numbers.

Nevertheless, a recurring question from our students is: "How do you change the starting value of an AutoNumber field?" Try the following:

• Create a temporary table with just one field: a Number field. Set its FieldSize property to Long Integer and give it the same name as the AutoNumber field in the table whose value you want to change.
• Once you've created the temporary table, switch to Datasheet view and enter a value in the Number field that is one (1) less than the starting value you ... Read More »

By Senior Instructor on 10/23/2007 3:00 PM

Short Menus - Microsoft Office automatically customizes menus based on how often you use individual commands. When you first start an Office program, only the most basic commands appear. As you work, the menus adjust so that only the commands you use most often appear.
For a command that you don't use often or have never used before, you need to click the arrows at the bottom of the menu to fully expand it.

To turn off the short menu feature, try the following:

• Click Tools > Customize from the menu to open the Customize dialog.
• Select Options Tab.
• Check the check option Always show full menus, then click Close.

By Senior Instructor on 10/23/2007 2:26 PM

Try organizing your emails in Outlook by using colors. A quick glance at your message headers lets you know which messages are important.

To assign colors to email messages, try the following:

• Select Tools > Organize from the menu to display the Ways to Organize Inbox task pane.
• Click the Using Colors link.
• Choose the person to apply the color rule in one of two ways:
  • Select an e-mail message in your Inbox to see the name of the sender displayed in the Color messages box.
  • Type the sender's name in the Color messages box.
• Select a color from the list, and then click Apply Color.
• To color-code e-mail messages sent only to you, select a color from the Show messages sent only to me list. Click Turn On to set the color.

By Senior Instructor on 10/23/2007 2:15 PM

Let's say you want to enter the same title into several worksheets in the same Excel workbook. The traditional way to accomplish this is to enter the title on one worksheet, then use copy and paste to copy the title into the other worksheets.

An easier way is to select multiple worksheets before entering the title. Try the following:

• Start Excel and open a new workbook file.
• Press and hold the Ctrl key, and then click the tabs for Sheet1, Sheet2, and Sheet3 to select all three worksheets at the same time.
• Next, select cell A1 in Sheet1 and type My Title, then press Enter.

That's it. Check all three worksheets. The title you entered in Sheet1 should also be visible in cell A1 of Sheet2 and Sheet3.

By Senior Instructor on 10/23/2007 2:03 PM

To quickly draw a horizontal line in your Word document, type three hyphens (-) in a row, then press Enter.

You can draw other line styles using this same technique, only with different characters.

• Hyphen ( - ): standard line
• Underscore ( _ ): thick line
• Equal sign ( = ): parallel lines
• Tilde ( ~ ): zig-zag line
• Pound ( # ): ridge line
• Asterisk ( * ): dotted line