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Field codes make it easy to update document information that's subject to change. For instance, if you insert a Date field in your document, the field results display the current date each time you update the field. Sometimes, however, you may want to prevent a field's results from being updated. For instance, you may reach a point where you no longer want the date displayed by your Date field to change. One way to do so is to lock the field by selecting it and pressing [Ctrl][F11]. Locking a field preserves the field code but prevents the field results from being updated. You can then unlock the field by selecting it and pressing [Ctrl][Shift][F11].

However, what if you want to get rid of the field code without deleting the field's results? This little-known technique is known as unlinking a field. To unlink a field, select the field and then press [Ctrl][Shift][F9]. As an alternative, press [Ctrl]6. Word unlinks the field by removing the field code and displaying the field's results as static document text.

Indenting text in a cell without resorting to the [spacebar] (Excel 2002)!

Many Excel users repeatedly press the [spacebar] to add spaces at the beginning of a cell entry to give the text an indented look. There's a much easier to achieve this same look, however, without compromising your data (so it still factors correctly in formulas and/or sorting tasks). First, select the cells that contain the data you want to indent. Then, press [Ctrl]1 to launch the Format Cells dialog box, click on the Alignment tab, and select Left (Indent) from the Horizontal dropdown list. Then, use the Indent spinner box to set the number of spaces you want to appear between the left edge of the selected cells and the start of your text data. You can set an indent of up to 15 spaces. When you've finished, click the OK button.

To create (or remove) an indent even faster, select the cell containing your data, and then use the Decrease Indent and Increase Indent buttons on the Formatting toolbar to decrease/increase the size of the indent incrementally

Draw attention to data with conditional formatting (Access 2002)

Sometimes you deal with so much data, it's easy for important information to get buried among everything in a form or report. You can highlight data that users should pay attention to using conditional formatting. For example, if you want to draw attention to inventory records containing a quantity greater than 1000 units, you can shade the control bound to the quantity field with a bright yellow background. In older versions of Access, you were forced to create custom solutions to apply such formatting, but it's easy to do in Access 2002. In fact, if you've ever used the Excel's comparable feature, you'll find the process is virtually the same.

To apply conditional formatting, open your report or form in Design view. Then, select the appropriate control and choose Format | Conditional Formatting from the menu bar. You're prompted to define the first condition, which can be based upon the field value or a custom expression. In the Condition1 panel, use the formatting controls to define the format that should be applied when the criteria expression evaluates to a True result.

When the expression evaluates to a False result, the formatting shown in the Default Formatting panel is applied. For example, to apply special formatting when the field value is greater than 1000, select Field Value Is from the first dropdown list, Greater Than from the second dropdown list, and enter 1000 in the associated text box. Then, select a shade of yellow from the Fill/Back Color palette. Finally, click OK. When you view the form or report, the control displaying the relevant data appears yellow when the displayed value is greater than 1000.

Note that you can require that up to three conditions be met before the conditional formatting is applied. Just click the Add button in the Conditional Formatting dialog box to set another condition. Keep in mind that when you specify multiple conditions, all of them must evaluate to True for Access to apply the desired formatting.

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