Word scraps speed up data entry

Posted by Sinlung
If you often work with small nuggets of content that you need to reuse, Word scraps may be the right option for you.

Microsoft Word
Word scraps speed up data entry Chances are you haven't heard of Word scraps, but you're probably familiar with the technique.
A scrap is a small block of content that you highlight and drag to the Desktop, where Windows automatically saves it. Then, you can reuse the scrap as needed.
Before dragging content to the Desktop, restore the current window, so you have easy access to the Desktop. Then, simply highlight and drag the content to the Desktop.

From the Desktop, drag the scrap into another document or double-click it to open the content in a new Word document. You can also open the scraps in other applications.


Microsoft Access
Change the default text field size in Access 2007 The default size for Access 2007 text fields has been increased from 50 to 255. If you rarely need fields that large, you can save yourself some time by changing the default to the size you use for the majority of the text fields you create.
For example, suppose most of your text fields are around 50 characters. You can change the default to that size by following these steps:
  1. Open Access and click the Office button.
  2. Click the Access Options button.
  3. Click Object Designers in the pane on the left.
  4. Under Table Design, enter 50 in the Default Text Field Size box (Figure A) and click OK.
Figure A

The default text field size for all your databases will now be 50.


Microsoft Excel
Use an Excel range to save time and prevent errors If you use the same values and formulas frequently, you can bypass some of the data entry chores by assigning a range to the value or formula. Then, when you need that value or formula, use the range instead. In addition, the range performs as a constant, making updating much easier.
For instance, suppose a company name you enter frequently is long. Instead of entering the entire name every time you need it, enter it once in an out-of-the-way spot, assign a name to the cell, and then use that range name to display the company name.
Doing so is efficient, and you don't have to worry about errors. Let's work through a quick example.
  1. In cell A1, enter North American Financial Institutions Center for Advanced Studies and Research.
  2. With cell A1 selected, choose Name from the Insert menu and then select Define.
  3. In the Define Name dialog box, enter a short name, such as Co, for the range.

  1. Click OK.
  2. Select any cell other than A1 and enter =Co; Excel will copy the text in cell A1.

To change the company's name throughout the worksheet, just update the value in cell A1. (Actually, doing so updates only =Co instances.) Use this technique to eliminate data entry and errors when entering frequently used values and formulas.