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Weekly Computer Tip # 74
31 July 2004

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Quickly copying the data from the previous record (Microsoft Access)

Thank you to all of you who've enquired and booked on my first hands-off training seminar on how to Excel with Excel. We all learn in different ways, which means that many people don't get the most out of traditional training courses. Some will find it hard to keep to everyone else?s pace and follow the structure whilst others will want to experiment on their own and not have to worry about slower learners catching up. That's probably also why you like the concept of these weekly tips, showing you how your job can be made easier, yet giving you the opportunity to try out what I've suggested at your own pace at your own time. So here's another one on the subject of keyboard shortcuts as I'm sure you agree that using the keyboard is most of the times quicker than using your mouse ...

When entering a lot of data in an Access table you can find yourself having to insert the value that is in the same field in the previous record. You probably use the standard Edit, Copy and Edit, Paste commands or toolbar button. Or perhaps you use the [CTRL] + [C] and [CTRL] + [V] shortcut? However,

Did you know ...

You can use one single shortcut key to bypass Copy and Paste to quickly insert the value that is in the same field in the previous record.

Here's how:

  1. Open the table or form in Datasheet view.
  2. Click in the field in which you want to insert the value.
  3. Press [CTRL] + ['] (apostrophe).

Hope you find this shortcut helpful. Please keep telling me what you like, and what's useful or not.

Until next week.

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July 2004