Transfer information to other documents
Thursday, October 25, 2007 10:58 AM
Mary Ann Richardson shows how Word 2007's View Side By Side feature makes it easy to copy information from one Word 2007 document to another.
Microsoft Word
Transfer information to other documents using Word 2007's View Side By Side feature
When you need to copy information from one Word 2007 document to another, you could use the Copy button to copy the selected information from one document, open the destination document, click where you want to insert it, and then click the Paste button. Or, you could just right-click and drag the information from one document to another. Word 2007’s View Side By Side feature makes it easy to do just that.
Let's say you want to copy a picture in Document A to Document B. Follow these steps:
- Open Document A.
- Open Document B and scroll to where you want to insert the picture.
- Click the View tab.
- Click the View Side By Side command in the Window group.
- Click in Document B and then click Window under the View tab.
- Click Synchronous Scrolling to turn it off.
- Select the picture in Document A.
- Right-click and drag the selected picture to where you want to insert the picture in Document B.
- Release the mouse button and select Copy Here.
After copying your selections, you can turn off the View Side By Side feature by clicking Window under the View tab of the active window and then clicking the View Side By Side command.
Microsoft Excel
Set up minimum and maximum markers on Excel line charts
Let's say that at the end of each month you provide your sales personnel with a line chart that charts year-to-date sales by month. For the June report, you would like to emphasize which month had the most sales and which month had the least sales. You could manually add a text box or other graphic to the corresponding data points. Or, you could set up your spreadsheet so that Excel charts the minimum and maximum data points for you. To do so, follow these steps:
- Enter Month in A1.
- Enter January in A2.
- Enter February in A3.
- Enter March in A4.
- Enter April in A5.
- Enter May in A6.
- Enter June in A7.
- Enter Sales in B1.
- Enter 1000 in B2.
- Enter 500 in B3.
- Enter 800 in B4.
- Enter 900 in B5.
- Enter 1100 in B6.
- Enter 300 in B7.
- Enter Max in C1.
- Enter Min in D1.
- Select C1:C7.
- Enter this formula: =IF(B2=MAX($B$2:$B$7),B2,NA()).
- Press [Ctrl][Enter].
- Select D1:D7.
- Enter this formula: =IF(B2=MIN($B$2:$B$7),B2,NA()).
- Press [Ctrl][Enter].
- Select A1:B7.
- Click the Chart button.
- Select Line and then click Finish.
- Select C1:D7.
- Go to Edit | Copy.
- Click the chart.
- Go to Edit | Paste Special and then click OK.
- Double-click the Max Data Point shown on the chart.
- Under the Patterns tab, set Line to None.
- Choose a large circle from the Style drop-down list.
- Enter 20 in the Size box.
- Click the Background drop-down list and select No Color.
- Click the Data Labels tab, select the Series Name check box, and click OK.
- Double-click the Min Data Point shown on the chart.
- Under the Patterns tab, set Line to None.
- Choose a large rectangle from the Style drop-down list.
- Enter 20 in the Size box.
- Click the Background drop-down list and select No Color.
- Click the Data Labels tab, select the Series Name check box, and click OK.
Microsoft Access
Formatting Yes/No fields in Access reports
Check boxes are fine for data entry, but you may not want to use them on a formal report. For example, suppose you have a Yes/No field in your Employee Records table called Insurance. If the employee signed up for your company’s life insurance plan, the box is checked; if the employee declined the insurance, the box is not checked. You want to create a report that lists employee name, ID, hire date, and whether the employee declined or accepted life insurance. Follow these steps:
- Create a query that displays Employee ID, Lastname, Firstname, Hire Date, and Insurance field from the Employee Records table.
- Right-click the Insurance field in the Query Design view and select Properties.
- Click in the Format property box and enter the following code:
;"Accepted";"Declined"
- Click the Lookup tab.
- Click in the Display Control property box and select Text Box.
- Close and save the query.
When you create a report based on this query, either the word Accepted or Declined will replace the check box in the Insurance field.
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