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Microsoft Office Suite TechGuides

Use Print Preview to move objects within Word documents

By Mary Ann Richardson, Special to ZDNet Asia
Thursday, April 12, 2007 10:24 AM

Moving objects or paragraphs within a Word document can be unwieldy, but there's an easy way around it.

Microsoft Word

Use Print Preview to move objects within your Word documents

Most of us find it easy to click and drag selected text or graphic objects within a Word page. This method is not so quick and accurate when you are moving an object in Print Layout or Normal view from one end of the document to another. In that scenario, you may find it easier to Cut the object, scroll to the page you want to move it to, then click within the page and select Paste.

This may be fine for one or two changes within a small document, but what if you have to move a number of objects in a 16-page document? Fortunately, Print Preview lets you click and drag the object without all those mouse clicks. For example, suppose you need to move some text from page two to page four in your document. Follow these steps:

In Normal or Page Layout view, go to page two of your document.
Click the Print Preview button.
Click the Magnifier button in the Print Preview toolbar.
Click and drag to select the text you want to move.
Click the Multiple Pages button in the Print Preview toolbar and drag down the first row of icons to 3 x 1 Pages.
Click your selection on page two and drag it to page four.
Click the One Page button in the Print Preview toolbar and make any necessary corrections to the position of the text.

You can use the Multiple Pages button to display up to 24 pages of your document.

Microsoft Excel

Make it easy for users to enter symbols in Excel worksheets

While Excel has a number of special characters for you to work with, they require a number of menu choices to insert them. You can speed up data entry by creating a button or shortcut key for inserting frequently used special characters. For example, suppose the Sales Journal worksheet requires the user to enter a check mark in column D for each transaction posted to the Sales account in the General Ledger. To create a shortcut key, follow these steps:

Go to Tools | Macro | Record New Macro.
Enter Check Mark in the Macro name box.
Enter K in the [Ctrl] box.
Click OK.
Go to Insert | Symbols.
Click the Symbols tab and scroll to and select Wingdings from the Font drop-down menu.
Scroll to and select the ✓ symbol.
Click Close.
Go to Tools | Macro | Stop Recording.

To enter the Check Mark into the Sales Journal worksheet column D cell, press [Ctrl]K. You can also create a button for the Formatting toolbar that will enter the Check Mark. Follow these steps:

Go to Tools | Customize.
Click the Commands tab and select Macros under Categories.
Under the Commands list, click and drag the Custom button to the Formatting toolbar.
Click the Close button.
Right-click the Custom button, move to Change button image, and click the picture of the pencil.
Right-click the Custom button and select Assign Macro.
Click Check Mark and then click OK.

Microsoft Access

Create a prototype application with Access' built-in or online templates

When users ask you to develop a database application, they often neglect to tell you some of the things they would like to see in that application. It is not uncommon for a developer to spend hours creating a prototype application according to users' specifications only to find that, once the users look at it, it is not what they really wanted. Rather than developing a prototype application from scratch, save time by creating one from Access' built-in or online templates.

Say your organization would like you to develop a general ledger application. Follow these steps:

Open Access and click the New button in the Standard toolbar.
Under Templates in the Task pane, click My Computer.
Click the Database tab, select the Ledger icon, and click OK.
Navigate to the folder where you want to locate your database.
In the Filename box, enter ABC Company Ledger Prototype and click the Create button.
Click Next three times.
Enter ABC Ledger and click Finish.

You now have a prototype application that took only minutes to create. As you demonstrate the application, the users can see for themselves what they like and don't like, making it easier for you to customize the application to their specifications.