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In Access 2010 Power Shortcuts, Access expert Alicia Katz Pollock shares hundreds of tips and shortcuts to vastly increase efficiency and get the full power out of Access 2010. The course includes tips for working with the Ribbon and Quick Access toolbar, managing files, customizing and automating Access, rapid data entry and editing, working with tables, queries, forms, and reports, managing your database, and much more. Exercise files accompany the course.
Microsoft Office has an often overlooked feature called Format Painter that allows you to reuse all of the formatting applied to any field in your formal report. Once you've formatted and controlled exactly as you like it, you can apply all of the same settings at once to one or several more controls, let's see how it works. Open up to your Customers Order Form then switch to Layout View. You could also use this feature in Design View. Up on the Form Layout tools Ribbon, go to the Format tab and click on the Customer ID label over here on the left.
Let's say we want to make this a little bigger, I'll change the Font Size from 11 to 12. I'll also make it bold face and I'll dropdown the color scheme and up in the Theme Colors I'll make it this dark green right here. Now that's three changes I made to this one control. I don't want to have to apply all three of them over and over and over again to all of the controls, so that's where the Format Painter comes in. The first step is to click on what has the format that you want to copy. Believe it or not, this is the mistake most people make when trying the Format Painter.
Clicking on it first pulls in that specific format. Now note that if you are in Microsoft Word you would want to be clicked in or highlighted on the words that you want, but because we're working in Access we're looking at the whole control. So I'll click off of it and click one more time on it to get the orange box around it, so that my whole field is selected. Then I'll go up to the Paintbrush up here in the roller and I'll click on it and then I click on the next field that I want. Now Company has taken on all three of the formats, besides the bold and the color to match the customer ID above.
But I do want to apply that change to all of my labels, so there's a second way to use the Format Painter. Making sure I still have Customer ID in the box, this time I'll double-click on the Format Painter. Now I can literally paint by clicking on each of my additional labels. Now when I'm done, it's important to remember to turn it off, otherwise the next thing you click on will also be Bold 12 in green.
To turn it off you can either click back on the Format Painter or press the Escape on your keyboard. Using the Format Painter will save you from repetitive steps whenever you're formatting multiple controls the same way on any form or report.
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