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Correct a Word document when lists won’t renumber correctly

By Mary Ann Richardson, Special to ZDNet Asia
Thursday, February 21, 2008 11:47 AM

A few simple steps will help you make sure the numbered list in your Word document sorts the way it should.

Microsoft Word

Correct a Word document when lists won’t renumber correctly

You want the numbered list in your Word document to start at 1, but it keeps starting at 4, even if you select Restart Numbering from the shortcut menu. Rather than try to renumber, follow these steps:

Right-click the numbered list.
Click Set Numbering Value.
Select the Start New List button.
In the Set Value text box, type 1 and then click OK.

When you set the Set Value text box to a number, your list will start with that number; when Restart does not start with 1, it’s best to check and reset the Set Value text box according to the steps above.

The Set Numbering Value will also correct instances where clicking Continue Numbering will not work--for example, when you want one list to continue numbering from another above it. Follow these steps to correct this situation:

Right-click the numbered list.
Click Set Numbering Value.
Click to select the Continue From Previous List button and then click OK.

Microsoft Excel

Change an Excel chart’s minimum axis value for a cleaner look

If an Excel chart's vertical axis is incremented by 20,000, and most of its data points are between 70,000 and 550,000, the chart will look somewhat crowded at the top if the horizontal axis crosses the vertical axis at zero. You can try to make the chart easier to read by resizing and enlarging the chart area, but there will still be a lot of white space at the bottom of the chart. Here is a better way to change the automatic axis settings:

Open the Excel file containing the chart.
Click a value in the chart’s vertical axis to select it.
Right-click the selected vertical axis.
Click Format Axis.
Click the Fixed button for Minimum.
Click the Fixed button for Maximum.
Click the Fixed button for Major.
Click the Fixed button for Minor.
Click the Minimum text box and enter 20000.
Press [Enter].

Now the horizontal axis crosses the vertical axis at 20,000, making it easier to compare data points and read the chart.

Microsoft Access

Use a command button to import Excel data to an Access table

While Access 2003 and 2002 include a wizard for importing data from an Excel file into an Access table, if you have to perform that function periodically, you may want to create a command button that will perform all of the steps of the wizard for you.

For example, suppose you need to import a monthly report of hours worked for all employees in your branch office. The branch office entered this information in an Excel worksheet named Hours Worked. Follow these steps to create the command button:

Open a new form in Design view.
Click the Command Button tool in the Toolbox.
Click and drag in the form where you want the tool.
Click Cancel to close the Command Button wizard if necessary.
Right-click the Command button and select Properties.
Click the Event tab and click the On-Click property box.
Select [Event Procedure] from the drop-down list.
Click the Build button.
Enter the following code at the prompt:

On Error GoTo Err_CmdImportExcel_Click

DoCmd.TransferSpreadsheet transfertype:=acImport,

tablename:="Hours Worked", filename:="C:/Personnel/Hours Worked.xls",

HasFieldNames:=True

Exit_CmdImportExcel_Click:

	Exit Sub

Err_Command13_Click:

	MsgBox Err.Description

	Resume Exit_Command13_Click

Press [Alt]Q.

When you press the command button, the Hours Worked table will receive the data in the Excel file. Each month, Excel will archive the worksheet and create a new worksheet with the name Hours Worked.xls to collect the new data for the next month. When you press the command button at the end of that month, you will automatically add the new data to the end of the Hours Worked table in the Access database.