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Productivity Tips

 
Click below for PC Easy Productivity Tips
Excel     Microsoft Office Suite     Windows     Word     Other Tips
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Windows File Management:  When selecting items to Copy, Move, or Delete in Windows there are two shortcuts that can be very handy.  If your list of items is contiguous, Click in the first item and Shift Click on the last and all items in between will be selectedCTRL + C will copy all selected items.  If you have items spread out and not contiguous, then CTRL Click on each item to select it, then CTRL + C to copy all selected items.

 
EXCEL TIPS
In the Microsoft Office 2007-2011 Suites, you can easily change the Color Schemes.  In 2007, CLICK on the Office Button in the upper left corner of the Ribbon Bars and CLICK on the Product's Options Button at the bottom of the menu (i.e., Word Options).  CLICK on Popular and choose the Color Scheme that you want.  The choices are Blue, Silver, and Black.  Once you have selected the color scheme that you want.  CLICK on OK.  In 2010, CLICK on the File Tab, select Options, and CLICK on General and choose the Color Scheme you want and CLICK on OK.  Your Color Scheme selection will change all of the Office Suite's Programs at one time.

Microsoft Excel and Project: Here is a quick way to Insert or Delete Rows and Columns in Microsoft Excel and Project. Click on the row or column heading where you need to insert a new row or column. Hold down the Ctrl Key and touch the Plus Sign on the number pad on the keyboard to Insert a new row or column. Hold down the Ctrl Key and touch the Minus Sign to Delete a row or column. In Excel, after you have inserted or deleted a column or a row, if you need to repeat the process additional times, press the F4 Function Key on the keyboard. The F4 Key does not work in Project to repeat the command.


When working in Excel, you will occasionally see a small green triangle appear in the upper left corner of the cell.  This is known as the Error Checker.  If you click on the green triangle you have the option of ignoring it for the current cell.  If, however, you would like to disable it globally perform the following steps.  In Excel 2002 and 2003: Click on Tools, Options, Error Checking Tab, Remove the checkmark in front of “Enable Background Error Checking” and then click on OK.  In Excel 2007: click on the Office Button, Excel Options, Formulas Category, Remove the checkmark in front of “Enable Background Error Checking” and then click on OK. In Excel 2010: Click on the File Tab, Options, Formulas Category, Remove the checkmark in front of “Enable Background Error Checking” and then click on OKNote: This feature started with Excel 2002 and is not available in Excel 97 and 2000.


Excel Keyboard Shortcuts for Entering Date and Time: To enter the current date press CTRL Plus ; (semi-colon) from the keyboard. The date will be entered in the form 6/15/2009.  To enter the current time press CTRL Plus SHIFT Plus : (colon) from the keyboard.  The date and/or time entered by these methods will not change or update when the spreadsheet is opened at a later time.


Microsoft Excel - To ensure that "Year" values are interpreted as you intended, type year values as four digits (2008 rather than 08).  Excel will interpret 00 through 20 as the years 2000 through 2029.  However, Excel will interpret 30 through 99 as the years 1930 through 1999.


Microsoft Excel - If you want to OPEN more than one file at a time, when you are in the Open Dialog Box (File, Open <or> CTRL + O), click on the first file that you want to open and then CTRL + Click on all subsequent files.  After all of the files are selected, click on the Open Button.  Click on  Window from the Menu Bar and notice that all of the files are in the memory of the computer <or> look at the Taskbar.


Quick Addition In Excel:  If you want to quickly add a formula to total row or column values using the keyboard, then select the cell in that row or column in which you want the total to appear, press and hold the ALT Key and touch the = key.  If you agree with the cells that are being referenced in the formula, press ENTER.


Excel and Power Point Chart Types - Not all chart styles are appropriate for the type of data that you are trying to portray. If you have selected one style of chart and would like to see the other chart styles that are available, follow these steps. Make sure that the chart is selected. Right-click on the white area of the chart and choose Chart Type. Pick the style of chart from the Chart Type Dialog Box and click on OK.


How Does Excel Analyze Formulas? This pointer is important if you are building a formula with multiple operations in it.  Excel will analyze your formula from left to right, but will perform math in the following order:  Parentheses, Exponentiation (something raised to the power of something else), Multiplication, Division, Addition, and Subtraction.  An easy way to remember the order is:  "Please Excuse My Dear Aunt Sally"


UNDO Feature:  Have you ever made a mistake entering something into a computer program?  If you have you will want to know about the UNDO Feature.  In all computer programs, as soon as you make a mistake it is suggested that you UNDO it.  The keyboard shortcut for the UNDO Feature is CTRL + Z or  .  In Excel, you can Undo up to sixteen (16) levels <or> until you Save.  In Word, you can Undo over 2,700 times.  Caution: YOU CANNOT UNDO A FILE SAVE.


Date Tip: To ensure that year values are interpreted as you intended, type year values as four digits (2002, rather than 02). Excel will interpret 00 through 29 as the years 2000 through 2029. However, Excel will interpret 30 through 99 as the years 1930 through 1999.


Date Calculations: In Excel it is often desirable to perform calculations using dates to find the days difference. If you format the dates as mm/dd/yyyy you can subtract cells containing dates. The cell that contains the formula must be formatted for "general" and result will be the number of days from the first date to the second date.

Creating A File Path: Make sure you have saved your file. Click on a blank cell. Type: =cell("filename") and then press ENTER. The full path, file name, and sheet name will appear in that cell.

Quick Calculations: When you have selected a range of cells in Excel, if you glance at the lower right corner of your screen (on the Status Bar), you should notice a quick calculation that reflects the sum of those highlighted numbers. If you right-click on the sum reference on the Status Bar, you will have the chance to pick from among the following functions: Average, Count (Counts the total number of cells that contain an entry), Count Nums (Counts the total number of cells that contain a value - not a label), Maximum (shows you the largest number), Minimum (shows you the smallest number), or Sum.

Clear Cell Formats: There are times when you need to clear cell formats in Excel. The process is very simple, just select the cells you no longer want formatted and click EDIT, CLEAR, FORMATS. Remember this will remove those formats that affect the appearance of numbers, their alignment, colors, shading, borders, and lines.

Special Symbols: There are times when you need a special symbol to be used in your Word and Excel documents. You can use the following keyboard shortcuts to get some of the following symbols: For each symbol, make sure the Num Lock is ON. Hold down the ALT Key on the Keyboard and press the numbers listed on the keypad to insert the symbols shown below.

Alt + 0162                               ¢ Cents Sign
Alt + 0176                                ° Degree Sign
Alt + 0188                              ¼ Fraction 1/4
Alt + 0189                              ½ Fraction 1/2
Alt + 0190                              ¾ Fraction 3/4
Dating the page - The best way to stamp the current date on your pages is to add the date to the footer.
1.Click on View + Header and Footer.
2. In the Page Setup dialog box, click on the Header/Footer tab.
3. Click on the Custom Footer button.
4. In the Footer dialog box, click the footer area where you want the date: Left, Center or Right. 
5. Click on the Date button (it looks like little calendar pages, with the number 7 on one).
6. Click on OK, and then on OK again.

Excel Shortcut - If you want to have the same information contained in several cells, first select the cells (with click and drag) where you want the same information. Activate the Formula Bar and type in your entry (but DON'T press ENTER). Press and hold the CTRL Key and press ENTER. All of the information that you typed is entered into all of the selected cells at one time. This is good to use for dates, names, times, and even formulas.

   

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MICROSOFT OFFICE SUITE TIPS
Office 2007 & 2010 Compatibility Checker: In Office 2007 & 2010, when you save a file in an Office 97-2003 format, you may get a message from the Compatibility Checker regarding loss of function and/or fidelity. Most of the issues identified are Minor (formatting) and you can use the Checker tool to see exactly what might be different or just take your chances. If the Checker indentifies Significant Losses then you should research what the problems are and fix them before completing the save process.

Grouping Objects in Visio - When you need to keep several different objects together as a unit, you will want to know how to Group them.  Using the Pointer Tool, click on the first object that you want to include in the group.  Hold down the Shift Key and Click on all subsequent objects.  With all of the objects selected, use the keyboard shortcut of Ctrl + G to Group themNote:  This works the same way in PowerPoint.


Publisher and PowerPoint: When you need to draw a perfectly straight line that goes either horizontally or vertically on the page, hold down the Shift Key on the keyboard when you click and drag to draw the line using the Line Tool. Make sure that you release the mouse button before you let go of the Shift Key. This same tip will work in Word, Excel, and Access as well.


In the Microsoft Office 2007-2011 Suites, you can easily change the Color Schemes.  In 2007, CLICK on the Office Button in the upper left corner of the Ribbon Bars and CLICK on the Product's Options Button at the bottom of the menu (i.e., Word Options).  CLICK on Popular and choose the Color Scheme that you want.  The choices are Blue, Silver, and Black.  Once you have selected the color scheme that you want.  CLICK on OK.  In 2010, CLICK on the File Tab, select Options, and CLICK on General and choose the Color Scheme you want and CLICK on OK.  Your Color Scheme selection will change all of the Office Suite's Programs at one time.


In the Outlook Calendar:  You have the opportunity to color code appointments which helps to make them stand out. In Outlook 2003 and earlier this was known as the Label Feature. In Outlook 2007 and 2010 this is known as the Categorize Feature. In Outlook 2003 and earlier if you right-click on an appointment and choose Label and then Edit Labels you can change the wording that goes along with the color, but you cannot add any additional colors. In Outlook 2007 and 2010 if you right-click on an appointment and choose Customize and then All Categories the Color Categories Dialog Box will appear. Rename any of the Categories to reflect different projects that you are working on or appointments for different people. In addition, if you click on the New Button you can create new categories and also assign new colors to them. Click on OK when you are done.


You can use the F1 Function Key in all programs to activate Help. In Office 2007 and 2010 when you activate the Help Feature you may be placed in the new Search Engine of "Bing". This may not be the best way to use Help! In the lower right corner of the Help Screen if you do not see the reference to "Offline", click there and pick "Show Content Only From This Computer". You can then use the Search Feature or activate Help from one of the Hyperlinks shown in the Help Window.


In Word 2010, Excel 2010, and PowerPoint 2010 there is a Zoom Control that appears on the lower right corner of the Status Bar at the bottom of the screen. The Zoom Control will assist you in seeing more or less of the document that you are working on. To the left of the minus sign is the percentage of view that is currently in place with the document. If you click on that percentage number, a Zoom Dialog Box will appear on the screen where you can pick the exact percentage of view that you want and then click on OK.


In Office 2007 and 2010:  The Menu Bar and Tool Bars have been replaced by "Ribbon Bars".  A variation from what used to happen in the older versions of Office takes place if you touch the Alt Key. The Ribbon Bars will light up with a letter, which is the keyboard shortcut to clicking on the Ribbon's tab, to allow you to select a different Ribbon.  Also, once inside the Ribbon, letters display showing the actions that can be taken from inside the Ribbon as well.  To turn off the display of Keyboard shortcuts, Press the Alt Key a second time.

Access Properties:  It is important that you understand the effect that Properties have on the different objects in Design View of a Form or Report.  In Access 2002, 2003, and 2007, you can activate the Properties Dialog Box by pressing the F4 Function Key.  In Version 97 and 2000, you can right-click on the different objects in the Form or Report and choose properties from the shortcut menu.  If you are uncertain as to what a property does, press the F1 Function Key (Help) to get assistance.  In addition, if you look at the Status Bar at the bottom of the screen, there is a brief description as to the purpose of the Property.

Minimize the Ribbon Bars in Office 2007: - To maximize your screen viewing area, rest your mouse on any of the Ribbon Tabs (Home, View, Etc.) and then Double Click. Notice that the icons temporarily disappear. Whenever you want to use the icons on the Ribbons, Double-Click a second time on the Ribbon Tab and the icons reappear.


When creating a PowerPoint Presentation you may find that you want to use Straight Lines, Squares, and Circles.  With the DRAWING TOOLBAR showing, if you CLICK on the Line, Rectangle, and Oval tools when you click and drag on the slide, that is what you get.  If you CLICK on the LINE, RECTANGLE, and OVAL tools and hold down the SHIFT key while dragging in the slide, you will get a STRAIGHT LINE, a SQUARE, and a CIRCLE.


Outlook 2003 & 2007 - To Restore the Receipt dialog box:  Click on Tools, Options, Preferences Tab, E-Mail Options Button, Tracking Option Button, at the bottom of the Tracking Option dialog box, Check "Ask me before sending a response". OK, OK, OK.


When working in all versions of Access it is a good idea to get in the habit of closing one object (Tables. Forms, Queries, Reports) before opening another object. For instance, since Forms feed their information into the Tables they are based on, if you enter information into a Form and then switch back to the Table without closing the Form, you may not see the information. This can cause confusion and also could duplicate information. Make sure that you close all objects that you are not using and then reopen them to see the most up to date information.


Office 2002/2003 Short Menus:  Many of us find the short menus in the Office Suite to be a bother.  When you click on an item on the Menu Bar you are first shown a short list of items and if you wait several seconds it will expand to show all menu choices.  To always show the full menus Click on Tools and Click on Customize, then select the Options Tab under Personalized Menus and Toolbars Click in the check box in front of  "Always show full menus".


Making Backup Copies of Objects in Access:  It is very important that before you make structural changes to objects (Tables, Forms, Queries, or Reports) or delete data from Tables or Forms that you make a back up copy of that object. The easiest way to do this is to select the object from the main database window (make sure that it is closed). Copy the object (CTRL + C for example) and then immediately Paste (CTRL + V for example). Assign a new name for the pasted object. When you paste a copied Table, you will most likely want to select the option of "Structure and Data" so that you are getting an exact duplicate of the Table.


Attaching Access Database files to e-mail: One of the challenges we face when doing Access database development, is how to deliver it to the customer or user. For security reasons, Microsoft will not allow an Access database (as well as many other types of files) to be e-mailed or received as an e-mail attachment. A workaround to this problem is to rename the database extension from .mdb to something like .aaa. This is done from the Windows Explorer screen by right clicking on the file name and selecting Rename. Modify the file extension and send the e-mail. This allows the file to be e-mailed and as long as the person on the receiving end renames the file back to .mdb they can open the file and then use it.


The best way to navigate around in any MS Office Dialog Box: (as well as in other Windows Programs) is to use the Tab Key on the keyboard to move forward from field to field within the Dialog Box. Use the Shift plus Tab Key combination to move backward from field to field. When you move to a field and the field contents are highlighted, if you want to change them, just type in the new information and Tab to the next field.


Protecting Objects when making Structural Changes in Access:  Before you make any Structural changes to any object in Access (Queries, Tables, Forms, or Reports) make sure that you create a Backup Copy of the object. The quickest way to do that is by SELECTING THE OBJECT, COPY and then PASTE. Just remember to give the object a different name.


Excel and Power Point Chart Types - Not all chart styles are appropriate for the type of data that you are trying to portray. If you have selected one style of chart and would like to see the other chart styles that are available, follow these steps. Make sure that the chart is selected. Right-click on the white area of the chart and choose Chart Type. Pick the style of chart from the Chart Type Dialog Box and click on OK.


Power Point Auto Shapes Tip If you are drawing Shapes in Power Point and you want the perfect Line, Circle, Square, etc., use this tip.  After selecting the Shape from the Drawing Toolbar, use the Shift Key in conjunction with Click and Drag to get the exact shape that you want – i.e., the perfectly straight line, a square instead of a rectangle, etc.

Show Keyboard shortcuts in icon tool tips - Did you know that when you place your cursor on an icon on the toolbar you can view the Keyboard Shortcut?  Here's how.  Open the Microsoft program for which you want to see the shortcut and click on Tools.  Click on Customize and then click on the Options tab.  Put a checkmark in the "Show shortcut keys in Screen Tips" box and then click on Close.  It's as simple as that!

UNDO Feature:  Have you ever made a mistake entering something into a computer program?  If you have you will want to know about the UNDO Feature.  In all computer programs, as soon as you make a mistake it is suggested that you UNDO it.  The keyboard shortcut for the UNDO Feature is CTRL + Z or  .  In Excel, you can Undo up to sixteen (16) levels <or> until you Save.  In Word, you can Undo over 2,700 times.  Caution: YOU CANNOT UNDO A FILE SAVE.

Security Tip: To ensure that your computer is secure and that you have the latest version of your Windows and its drivers, it is to your advantage to run the Windows Update periodically. To do this, first make sure that you have an Internet connection (are on-line). Then click on the Start Button from the Windows Taskbar and click on WINDOWS UPDATE that appears at the top of the Start Menu. From within the Windows Update screen select PRODUCT UPDATE and select the Download options that you want to install.


Displaying A Print Dialog Box: If you would like your Printer Icon on the Toolbar to always bring up a Print Dialog Box in all of the Microsoft Office Suite (Word, Excel, PowerPoint, and Access), follow these steps. Click on Tools and then Customize. Click on the Commands Tab. Remove the original Print Icon by dragging it onto your screen. Activate the File Category on the left side of the Dialog Box and then locate the Print . . . Icon on the right side of the Dialog Box and drag it to the Toolbar.

Extraneous Data, Characters, or Lines:  We have had numerous troubleshooting calls in the last several months for Excel, Power Point, Word, and Access where the user was having trouble with the data in their current file.  It is amazing that the resolution to all of these problems was the same. If you are having difficulty working with the data in your file, try these handy steps.  Press CTRL + A to select all of the data.  Press CTRL + C to copy all of the selected data.  Press CTRL + N to get a new document.  Press CTRL + V to paste the copied data to the new file.  You can then try and see if what you were unable to do in the first file now works in the new file and you will most likely be able to do it.  If you are successful, SAVE the new file.

Office 97, 2000, XP:  If you have customized a Toolbar and would like to restore it to its Original  Factory Configuration, follow these steps:  Click on Tools from the Menu Bar and choose Customize.  Be sure to select the Toolbars Tab.  Click on the name of the Toolbar that you wish to reset (make sure it is highlighted).  Then click on the Reset Button and this will return the selected Toolbar to its original factory configuration.
Office 2000: In Microsoft Office 2000 you may notice that you do not see all of the menu options and that you only see one toolbar at the top of your screen. To fix this situation, click on Tools from the menu bar. Click on Customize. Click on the Options Tab. Make sure that both checkboxes (Toolbars share row and menus show recently used commands first) at the top of the Dialog Box have been disabled. This will need to be fixed in all of the Office 2000 Suite Programs - Word, Excel, Power Point, and Outlook. 
Close All Open Files: When working in most Microsoft Programs and you have several different files opened and you wish to close all of them at one time, but still remain in the package, use this tip. Hold down your Shift Key when you click on File. Notice the addition of the Close All (and possibly the Save All) Option in the menu.
Grouping or "Lassoing" Objects:  When you are working with multiple objects in Power Point, Visio, and Access, you can select more than one object at a time by utilizing what is known as the "lasso" feature. Move your mouse above the upper left corner of the first object and with a click and drag, draw a box around all of the objects that you want to include in your multiple selection. After the objects are selected, you can move them all together or you can group them so that you can work with them as one object in the future.
Nudging or minor position adjustments to Objects or Controls: Want a keyboard trick to move objects or controls in Access, Word, Excel, Power Point, Publisher, Visio, and PageMaker? When you need to move it just a little bit (and click and drag moves it too much)? Select the control or object (click on it) and then use the Control Key on the keyboard and the directional arrows (up, down, left, or right). The control or object will gently nudge to the exact location you would like.
Selecting Text:  In any Program while holding down your SHIFT key and then using your directional arrows on the keyboard, you will be selecting a contiguous block of information (text or cells).  In all spreadsheet packages, if you click in the upper left corner of the range and then SHIFT+Click on the lower right corner of the range, you will be selecting a contiguous block of cells.  Click in a single cell and then CTRL+Click in any additional cells will select non-contiguous cells.
"Piggyback" Clipboard: One of the nice features of the Office 2000 Suite is what we call the "Piggyback" Clipboard.  In the other Office Suites, the Clipboard could only hold one (1) item at a time.  In Excel, Word, Access, Power Point , but not Outlook the "Piggyback" Clipboard can hold twelve (12) items at a time so you can "Paste" any one of those items into a document any time you want to.
Floating Toolbars: If you ever have a "floating" toolbar in any Microsoft program, you can double-click on the title bar of the floating toolbar and it will automatically "dock" it at the top of the screen.
   

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WINDOWS TIPS

Windows File Management:  When selecting items to Copy, Move, or Delete in Windows there are two shortcuts that can be very handy.  If your list of items is contiguous, Click in the first item and Shift Click on the last and all items in between will be selectedCTRL + C will copy all selected items.  If you have items spread out and not contiguous, then CTRL Click on each item to select it, then CTRL + C to copy all selected items.


Returning Quickly To Your Desktop: For those users who have numerous applications open during your working session and need to quickly return to your Desktop, simply press and hold the “flying window” key and press the letter “D”. This will minimize all open applications down to the Taskbar. When you are ready to reactivate the applications, use the “flying window” key and press the letter “D” a second time.


Windows File Management:  One of the features that you may want to activate in Windows is to see the file extensions (i.e., .doc, .xls, etc.) To turn this feature on, activate either the MY Computer or Windows Explorer window.  Click on Tools.  Click on Folder Options.  If necessary, scroll down until you see the "Hide Extensions for Known File Types" option and remove the checkmark if it is present.  Click on OK.  When you save a file in any program, you should now see the file extension displayed on the Title Bar which is helpful when you are trying to identify the file type.


Removing a "Stick Disk" while the PC is turned on:   One of the handiest tools available today for the mobile information worker is the "Stick Disk". It is RAM that is plugged into a USB port that can store huge files in a portable condition in a device about the size of a nail clipper. To properly remove the device while the PC is turned on you should follow these steps: Look in the System Tray (Lower Right corner of the screen) and you will see what looks like a circuit board with an Arrow above it. Click on it and select the device you want to stop. The computer will give you a message when it is safe to remove the device. If the device is removed without stopping it first, it will not be recognized if it is inserted again during the same Windows session.


Writing to a DVD/RWDo you remember when you would save files to a floppy disk?  Saving  file with the same name to overwrite the existing file was often a problem.  In order to accomplish this you had to have enough space on the floppy to store the file twice because the new file would be written to the disk and once it had been successfully saved, then the original file would be erased (both files would be on the disk for an instant).  The same process takes place on a DVD/RW disk.  There must be enough free space to accommodate two copies of the file.  This became a problem when one of our clients was making a backup file whose size was 2.4 Gb.  When he wanted to overwrite his first of the month backup file, he didn't have enough room on the DVD/RW to handle it (although he had 2.1 Gb of free space - a DVD/RW holds 4.7 Gb's)  Check out our File Management class to learn more.


In Windows Vista, Microsoft’s newest Operating System, there is a new feature known as the Windows Sidebar.  The Sidebar contains a series of “Gadgets” such as a Clock, Calendar, Contacts, CPU Meter, Notes, Picture Puzzle, Stocks, and Weather.  If you do not see the Sidebar, click on the Start Button, click on All Programs, click on Accessories, and then click on Windows Sidebar.


Speed up your PC's performance - Windows Vista: Windows Vista provides a new concept for improving performance for the Vista PC system. Windows ReadyBoost™ lets you use "fast" flash memory on a "fast" SD Card, "fast" USB 2.0 drive, "fast" Compact Flash, or other type of "fast" memory to provide additional memory (cache-memory) that the computer can access more quickly than it can access data on the hard drive. Insert a "fast" USB 2.0 memory drive with at least 512 MB capacity. When prompted, click use this device to speed up my computer.


Displaying File Extensions:  By default, Microsoft Windows does not indicate the file extensions (the last three letters automatically placed at the end of the file name).  This can cause you problems when you are trying to rename files since the lack of the visible file extensions can make the file unstable and possibly not operate.  PC Easy recommends that you follow these easy steps to have the file extensions visible.  You will only need to set this up one time on each computer that you use.  Right-click on the Start Button and choose Explore.  The Windows Explorer window will appear on the screen.  Click on Tools from the menu bar.  Click on Folder Options.  Click on the View TabRemove the checkmark from in front of “Hide Extensions for known file types” and then click on OK.  After you have done this, you will begin to notice the file extensions on the Title Bar at the end of your file names.


Phishing:   Everyday we receive e-mails that appear to be coming from Chase Bank, E-Bay, Paypal, etc. claiming that our accounts with them are about to be shutdown, inactivated, foreclosed, etc.  Upon opening these e-mails they look like the company's websites and they even tie into the website.  However, when we reach the site we are asked to enter our account ID and Password.  Since we don't have any accounts with these companies we are suspicious and don't answer the e-mails.  This is the latest in e-thievery.  Phishing is used to work you/us into enough of a panic that you/we do enter our ID and password information. This is an attempt to steal our identity.  Don't answer these come-ons.  The Protecting Your PC - Internet Security Class will provide you with tools to help you understand the risks and to gain control of your PC's exposure.


Spyware Protection:  As the use of the Internet has exploded, so have attempts to capture information without the user's informed consent about their Internet Preferences.  There are three (3) basic forms of Spyware, Adware captures sites visited so that you may be targeted with Spam or Pop-Up ads, Malware captures (steals) personal information for clandestine purposes, and Hijacks which take full or partial control of your PC and bombards you with ads, takes you to sites you have no interest in, etc.  No one Antispyware package provides complete protection.  The Protecting Your PC- Internet Security Class will provide some tools to help you gain control of your exposure.


Computer Security – The latest problem we have been seeing in increasing frequency is where the PC has been Hijacked.  There are sites that download payloads onto your computer that take it over.  About Blank is one such program.  If your browser’s home page suddenly changes, or if your screen is plastered with Ads or pornography, please give us a call and we will try to help you out.  For all users of Windows ME and Windows XP, make sure that you have System Restore enabled and that you have a Restore Point saved that is an image of a clean Windows setup.  Depending on what programs Hijack your PC the ultimate fix may be to Wipe the computer and reload the operating system and all of the software.

Computer Security - We have seen a dramatic increase in the number of problems our customers are facing with Security issues.  If you use the Internet these are Security Must Have's:  Antivirus software (Norton Antivirus) with up to date definitions, Firewall hardware (Router) or Firewall software (Zone Alarm, Norton Internet Security or Personal Firewall, or built in Windows XP firewall), and Spybot Search & Destroy version 1.3 for protection against Spyware/Malware/Adware.  Do not participate in or let your kids participate in using peer to peer file sharing (Music sharing, etc.).  Keep your Windows Updates current, as well, since they usually contain patches for security vulnerabilities in Microsoft Windows or Internet Explorer.

Bypassing The Recycle Bin - In Windows: When you want to delete a file from your HARD DRIVE, you SELECT the file name and press the DELETE KEY. Windows asks if you are sure you want to send the file to the RECYCLE BIN. This gives you the opportunity to RESTORE the file later as long as you haven't emptied the Recycle Bin. To BYPASS THE RECYCLE BIN and therefore give up the opportunity to RESTORE the file, hold down the SHIFT KEY and press the DELETE KEY. Windows will ask if you want to DELETE the file and it will be PERMANENTLY REMOVED from the Hard Drive and will be unrecoverable.
Maintaining Window Size:  Have you ever been bothered by the fact that you open a program, maximize it, and the next time it is opened it is not the size that you wanted?  If so, follow this trick from Rick Staherski of Lancaster Theological Seminary.  Resize your window to the size you want (i.e., Maximized).  When you close it hold down the shift key and click on the top "X" in the upper right corner of the screen.  The window will reopen to that last size every time.
Security Tip: To ensure that your computer is secure and that you have the latest version of your Windows and its drivers, it is to your advantage to run the Windows Update periodically. To do this, first make sure that you have an Internet connection (are on-line). Then click on the Start Button from the Windows Taskbar and click on WINDOWS UPDATE that appears at the top of the Start Menu. From within the Windows Update screen select PRODUCT UPDATE and select the Download options that you want to install.
Creating Shortcuts: A time saving feature in Windows 95, 98, and NT is the creation of shortcuts to your frequently used files and programs right on the Desktop. From the Windows Explorer, locate the data file you want, or programs ending with .EXE and Right-Click on its file name. Choose Create Shortcut. Restore the Explorer window and click and drag the shortcut to your Desktop. You can then Right-Click on the Desktop shortcut and choose Rename to call it whatever you want.
Picture as Wallpaper:  Do you want to easily install a picture that you found on the Internet as your background for the holidays? No problem! Just Right-Click on the image while in Explorer and choose "Set As Wallpaper." Then wait a few seconds and there you go! If you decide to change wallpapers once more, simply repeat the process.  Right-Click on your desktop and choose Properties to stretch, tile, or center the wallpaper.
Quick Ways to Cut, Copy and Paste: When you need to move or duplicate data within any Windows-based computer program, you can do so quickly from the keyboard. To Cut: CTRL + X (Think of an opened-pair of scissors). To Copy: CTRL + C. To Paste: CTRL + V (Think of Velcro). You can use the Paste Command to paste whatever you last cut or copied as many times as you need it. If you pasted the wrong thing, press CTRL + Z from the keyboard to UNDO what you last did.
COPY Shortcut:  If you want to COPY files or objects quickly in any Windows operating system, after the file(s) or object(s) are selected, hold down the CTRL Key when you click and drag to a blank location on your screen. Just make sure that you release the Mouse first and then let up on the CTRL Key.
Automatically Start Applications in minimized state:  In any version of  the Windows operating system it is often useful to automatically start a program when you first turn on the computer.  You can set this up by moving a "Shortcut" to the Startup folder.  Right click on the Start button choose Open and double click the Programs folder.  Find the desired File Shortcut and copy it into the Startup folder.  This will start the program every time you turn on the computer.  If you want the program to begin in a minimized state (on Task Bar) right click on the shortcut you placed in the Startup folder, select properties, select the Shortcut tab, and click on the drop down arrow in the box labeled Run: and select minimized, and OK.

"Unable to display the Find Tab (177)" :  After the first of the year, we discovered many of our computers on which the Find Tab of the Help screen no longer worked in both the Windows 95 and Windows NT operating systems.  Upon trying to access Find, Windows gave us an error message of "Unable to display the Find Tab (177)" To fix this, follow these steps after clearing the error message:  1)Click on "Customize Search..." on the Find Tab.  2)Click on All.  3)Click "Include untitled topics..."  4)Accept the remaining defaults. When you click on the "Finish" Button, the word list is rebuilt.  This may take quite some time on large Help Files.

Print Screen Button (Key): We get many questions regarding the use of the Print Screen Button (key) on your keyboard. If you were working in DOS, and you pressed that Button, a copy of whatever appeared on your screen would be sent to the printer. However, in the Windows environment that is not the case. When you press Print Screen in Windows, a copy of whatever appears on your screen is sent to the Windows Clipboard. You can then move to a Word Processor and click on EDIT and choose PASTE. You can then print out the page which is helpful when you need to show someone what a certain screen looks like. 

Also, did you know that ALT plus the Print Screen Button will copy whatever Dialog Box appears on your screen to the Clipboard for you to paste. This is handy for a screen capture of a smaller nature.
Creating Shortcuts: A time saving feature in Windows 95, 98, and NT is the creation of shortcuts to your frequently used files and programs right on the Desktop.  From the Windows Explorer, locate the data file you want, or programs ending with .EXE and right-click on its file name.  Choose Create Shortcut.  Restore the Explorer Window and click and drag the shortcut to your Desktop.  You can then right-click on the Desktop shortcut and choose Rename to call it whatever you want.
"Flying Windows" : Try using the "Flying Windows" key to activate the following features:  The Flying Windows key by itself will activate the "Start" button.  Flying Windows with the letter "E" will activate the "Explorer", with the letter "F" will activate "Find" dialog box, with the letter "M" or "D" will "Minimize All Windows", and with the letter "R" will activate the "Run" dialog box.
Toolbars: To quickly turn on and off toolbars in most programs, right-click in the area of the toolbars to open the shortcut menu. From there you can select the toolbars that you want to have visible.
Keyboard Shortcuts: Take note of these handy keyboard shortcuts. ALT + F4 will CLOSE all PROGRAMS (one at a time) and finally the Windows operating system. CTRL + F4 closes the ACTIVE FILE (one currently displayed on the screen). These are shortcuts are handy if your mouse locks up or dies.
Open Multiple Files: If you need to open more than one file at a time from within an open dialog box: Click on the first file and CTRL Click on all subsequent files that you want to open and then click on OK or OPEN. Click on the Window menu to confirm that the files are in memory.
Renaming Files: If you ever need to RENAME a file anywhere you see it in your computer (Desktop, My Computer, Explorer, Open Dialog Box, etc.) instead of right-clicking and choosing Rename, simply press your F2 function key and you are automatically placed in a RENAME mode.

Returning to the Desktop Quickly:  If you have numerous programs opened up and you need to return to your Desktop quickly, you can press and hold the "Flying Windows" key on the keyboard and touch the letter "M" and then release both keys.  All of the opened programs will MINIMIZE at once and you will be able to work with anything that resides on your Desktop.  To quickly MAXIMIZE all of the minimized programs, press and hold the "Flying Windows" key plus Shift Key plus the letter "M".

   

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WORD TIPS
In the Microsoft Office 2007-2011 Suites, you can easily change the Color Schemes.  In 2007, CLICK on the Office Button in the upper left corner of the Ribbon Bars and CLICK on the Product's Options Button at the bottom of the menu (i.e., Word Options).  CLICK on Popular and choose the Color Scheme that you want.  The choices are Blue, Silver, and Black.  Once you have selected the color scheme that you want.  CLICK on OK.  In 2010, CLICK on the File Tab, select Options, and CLICK on General and choose the Color Scheme you want and CLICK on OK.  Your Color Scheme selection will change all of the Office Suite's Programs at one time.

In Microsoft Word there is a feature known as an Auto Text Entry.  This feature will save you hours of time when you start to use it.  Select some text that you type frequently (closing for letters, address blocks, standard paragraphs).    With the text selected, press ALT + F3 from the keyboard.  The Auto Text Dialog Box will appear (referred to as a Building Block in Word 2007 and 2010).  Type in a short name (1 to 3 characters) for the Auto Text Entry and then click on OKWhenever you need the Auto Text Entry: Type in the short name that you assigned and press F3 from the keyboard.  The text is automatically inserted wherever your insertion point is.  You may need to change the font to match the document you are inserting it into.


Retaining Excel Formats in Mail Merge:  Very often we are frustrated when performing a mail merge using Excel data.  We want the formatting to remain as it was in Excel, but it doesn't!  A work around for this is:  with the Main Document open in Word, Click on the TOOLS Menu, Select OPTIONS, on the GENERAL TAB, Select CONFIRM CONVERSION AT OPEN, Click OK.  When you select an alternate data source such as Excel, it will ask you to choose the type of data source.  When presented with the choice, select MS Excel files via DDE.  When you merge the document with the data source, the formatting from the Excel data source will be retained.


Word – Creating Lines to Type On (Margin to Margin):  Type three (3) hyphens --- on the keyboard and then press Enter two times.  You should see a horizontal line appear on the screen.  If you type three (3) underscores ___ and then press Enter two times, you will get a darker line.  If you type three (3) equal signs === and then press Enter two times, you will get a double line. 


Selecting Text:  In Microsoft Word you can quickly select (highlight) a word by double-clicking on it; select a line when the mouse is in the shape of an arrow by single-clicking on it; select a sentence when the mouse is in the shape of an I-beam with CTRL+click (within the sentence); select a paragraph when the mouse is in the shape of an I-beam with triple-click (within the paragraph); and select the entire document with CTRL+A from the keyboard.


Electronic Mail Tip:  If you are opening a Microsoft Word e-mail attachment and you are using Word 2003, you may find that it opens into Reading Layout ViewYou may want to disable this.  Click on Tools, Options, General Tab and remove the checkmark in front of "Allow Starting in Reading Layout" and then click on OK 


Mail Merge has changed dramatically from Word versions 97 & 2000 to 2002 & 2003. The "Byte-Size" class will get you up to speed quickly. One of the big differences between the versions is the rule for the field names. In Word 97 & 2000, the field names can be up to 40 characters with no spaces. In Word 2002 (XP) & 2003 the field names can be up to 40 characters with spaces.


Line Spacing in Word:  A quick way to adjust line spacing in Microsoft Word is to select the text that you want to have changed, then press CTRL + 1 or CTRL + 2 or CTRL + 5 using the numbers at the top of the keyboard (not the Number Pad). This changes the spacing to Single, Double, and Space and a half respectively.


Word Mail Merge Tip:  After completing your Mail Merge if you only want to print certain pages of the merged document, press CTRL + P to activate a Print Dialog Box.  In the Print Range Section, click next to Pages and type: S3, S5, S7 to print the 3rd, 5th, and 7th letters.
 


List of Word Keyboard Shortcuts:  To print a table of all Word Keyboard shortcuts, you can choose Tools - Macro - Macros, set Macros in: to Word Commands, then select the ListCommands macro.  Choose Run - Current menu and Keyboard settings - OK.  After Word creates the table of keyboard shortcuts, you can print and save it.

Saving Multiple Word Files:  Have you ever wanted to save multiple Microsoft Word documents all at once? If so, here's a quick and easy way to accomplish the task. Press and hold the Shift Key. Click on File and then Save All. You will not be asked to name the files unless they haven't been saved yet. All of the opened files are saved as fast as your PC can handle it!
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Deactivating the Drawing Canvas:  Whenever you insert a picture, shape, or a text box, Word XP will place a Drawing Canvas on your screen which is cumbersome to work with.  If you want to deactivate the Drawing Canvas, click on Tools, Options, and click on the General Tab.  Deselect the option of "Automatically create Drawing Canvas when inserting Auto Shapes" and then click OK.  This will deactivate the Drawing Canvas in Word XP until you reverse the previous steps.

Printing Mail Merge Documents In Word: After performing a Mail Merge in Microsoft Word you will be in a document entitled Form Letters 1.doc. This is one long document containing all your letters.  If you print this document you will be printing ALL the letters. If you wish to print only a few letters, click on File and choose Print. In the Page Range section of the Print Dialog Box click in the Pages section and type, for example S3-S7 (this will print the 3rd through the 7th letters). You can't simply type 3-7 as you would in a normal document or the entire document will print.

UNDO Feature:  Have you ever made a mistake entering something into a computer program?  If you have you will want to know about the UNDO Feature.  In all computer programs, as soon as you make a mistake it is suggested that you UNDO it.  The keyboard shortcut for the UNDO Feature is CTRL + Z or  .  In Excel, you can Undo up to sixteen (16) levels <or> until you Save.  In Word, you can Undo over 2,700 times.  Caution: YOU CANNOT UNDO A FILE SAVE.


Word Automatic Bulleted/Numbered Lists: Are you annoyed when Word automatically creates bulleted or numbered lists for you? If Word is automatically turning your text into bulleted or numbered lists, then Word has the Autoformat as you type option activated. For example, if you are typing a list and you type an asterisk or a number and then a period, space, or a tab, Word may replace it with a bullet or start numbering your list. To deactivate this feature: Click Tools, AutoCorrect, and then click the AutoFormat As You Go tab. Uncheck Automatic Bulleted Lists and/or Automatic Numbered Lists.


Return to last typing entry:  When you are working in a document in Word and you need to return to the last place you were typing, press Shift + F5 and you will be returned to that spot in that document.  You can press Shift + F5 up to three times to return to the last three places where you were typing.

Reversing the Print Order in Word: Depending on your printer, to prevent having to reshuffle pages of longer documents (put them in ascending page sequence) after they have printed you can tell the printer to reshuffle the pages for you. To do this CLICK on TOOLS, OPTIONS, then Click on the PRINT Tab, and finally CHECK "Reverse Print Order" and click OK. When printing, pages will come out in 3, 2, 1 sequence with page 1 ending up on top.

Special Symbols: There are times when you need a special symbol to be used in your Word and Excel documents. You can use the following keyboard shortcuts to get some of the following symbols: For each symbol, make sure the Num Lock is ON. Hold down the ALT Key on the Keyboard and press the numbers listed on the keypad to insert the symbols shown below.

Alt + 0162                               ¢ Cents Sign
Alt + 0176                                ° Degree Sign
Alt + 0188                              ¼ Fraction 1/4
Alt + 0189                              ½ Fraction 1/2
Alt + 0190                              ¾ Fraction 3/4
Autocorrect: If you find that you type a word and then press the spacebar and the computer automatically capitalizes the word and you don't want it to, click on TOOLS and then click on AUTOCORRECT.  Make sure that "Capitalize First Letter of Sentences" is NOT activated and then click on OK.
Viewing Fields: We have had several troubleshooting questions of late about fields (filename, formulas in tables, date, etc.) not displaying properly on the screen in Microsoft Word. If this has happened to you, perform the following easy fix: Click on Tools, choose Options, activate the View Tab, and make sure that FIELD CODES are NOT selected. This should solve your problem.
   

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OTHER HELPFUL TIPS

Publisher and PowerPoint: When you need to draw a perfectly straight line that goes either horizontally or vertically on the page, hold down the Shift Key on the keyboard when you click and drag to draw the line using the Line Tool. Make sure that you release the mouse button before you let go of the Shift Key. This same tip will work in Word, Excel, and Access as well.


In all versions of ACT!If you want to create a New Contact or New Group, it is as easy as pressing the INSERT Key on the keyboard.  You will be placed on a New Blank Contact record that you can use to enter new Contact information or to Name the new Group.


Duplicating Objects in Visio: – When you need the same object several times in a Visio drawing, you can use the Duplicate Objects Command to achieve this. Select the object(s) that you want to duplicate and then press Ctrl + D from the keyboard to duplicate them on the same page that you are on. If you want to use the same object(s) from one page or file to another in Visio, use the Copy (Ctrl + C) and then Paste (Ctrl + V) commands. Note: The Duplicate, Copy, and Paste commands work the same way in PowerPoint.


Photoshop -  Safeguarding Your Images:  Always remember to duplicate your original image and use this copy for editing your work.  Keep your original images in a safe place in case you need to revert to the un-edited version.  To do this, click on Image from the Menu Bar.  Click on Duplicate.  Create the New Name by adding the word "Copy" to the end of the Original Image Name, and then click on OK.


In Microsoft Project, you may need to add New Tasks between existing tasks.  Click on the row where you need the new task to be inserted and press the INSERT KEY on the keyboard.  Any tasks that follow will be moved down and you can type in the new task.


QuickBooks - Exporting to Excel for Analysis:  Very often Company Owners or Managers need to compare data (performance) over time.  QuickBooks can create reports, but has minimal capability to perform the comparisons.  It is often convenient to use the QuickBooks data in Excel to perform calculations and comparisons.  QuickBooks contains a feature that lets you Export Report Data to Excel for analysis and comparison.  From within the Report Screen, click on the Export Button that appears in the Report Header Toolbar.  Inside the Export Report Dialog box, make a decision as to where you want to export the Report to (most likely to a New Excel Worksheet), and then click on the Export Button.  The Exported Report is automatically opened up in Excel with the QuickBooks Report Data displayed.


Computer Security: With the dramatic increase in Trojan Worms, Malware, and Spyware attacks, it goes without saying that your Internet Security Programs have to be up to date and top notch. Please make sure that your Windows Updates and subscriptions are current and that you manually run the update programs monthly to ensure the latest protection levels. If you are presented with a pop-up that indicates that you are infected and you cannot determine if the message came from your Internet Security program, DO NOT click on anything, DO NOT download the program you are prompted to buy, DO NOT enter any credit card information, just hold down the power button on the CPU until the PC shuts down. Restart the PC normally and chances are very good that you will not be infected.


Dreamweaver Hyperlinks:  To create a hyperlink, CLICK and DRAG on the URL (www.e-bay.com) to select the reference.  CLICK on the INSERT PANEL from the right of the screen.  From the COMMON CATEGORY, CLICK on HYPERLINK.  The Hyperlink dialog box will appear on the screen with the URL already filled in.  CLICK on OK.  You can also CLICK on INSERT from the pull down MENU BAR and then CLICK on HYPERLINK.


The Office 2007 Suite looks totally different from earlier versions of Microsoft Office.  However, any Keyboard Shortcuts that you learned in the earlier versions are still supported in the Office 2007 Suite.  Ctrl + S to Save, Ctrl + Z to Undo, Ctrl + X to Cut, Ctrl + C to Copy, Ctrl + V to Paste, Ctrl + N for a New Document and Ctrl + O to Open.


Preserving Photoshop Layers: One of Photoshop's best attributes is that it lets you edit pictures by adding, changing, masking, etc., by utilizing layers. The ONLY way that you can maintain the flexibility of changing the layers in your pictures is to save them as .psd files (Photoshop Document). If you were to save the file as a .jpg file, the document would be flattened into one (1) layer and you will lose all of your options for editing in the next work session. When you do this, Photoshop wants to save your document as a “copy” in order to protect your original .psd document with the layers. If you need to save your file as a .jpg (for e-mailing, the web etc.), BE SURE to first save it as a .psd file and THEN as a .jpg file.


Photoshop CS3:  We have found that brushes with soft edges are much more useful than brushes with hard edges. To soften the edges of the brush, select an area of the image (about a quarter of the way in from all of the edges), then Select > Feather, then Select > Inverse. Fill the selected area with white.


Microsoft Publisher - If you have elements in your publication that you want to print to the edge of the paper, you will have to set these up as bleeds.  A bleed is where the element extends off the publication page.  The publication is printed to a paper size that is larger than the finished size, and then trimmed.  Bleeds are necessary because most printing devices, including commercial presses, can't print to the edge of the paper.  To create a bleed in Publisher, enlarge (stretch using the sizing handles) the elements you want to bleed so that they extend off the edge of the page by 0.125 inches.  Be careful when stretching graphics or pictures to maintain proportions so that the image doesn't look distorted.


ACT! Dialog boxes freezing - This Month's tip comes to us from Fritz Porter who is a very accomplished ACT! user.  When he upgraded to ACT! 2008 on his new laptop, he encountered a problem with dialog boxes locking when he tried to move them out of the way to view data that was behind the box.  To fix this problem, Right Click on a blank area of the Desktop, Click on Properties, Click on the Settings Tab, Click on the Advanced Button, and Click on the Troubleshooting Tab.  In the Hardware Acceleration area, Move the Slider back to None.  The problem is solved!


Quicken: You can use Quicken to keep track of both your personal and/or business finances. Use the electronic checkbook and you will find that you can easily reconcile the checkbook. One of the features that you may want to use is the calendar feature of Quicken. After you create a checkbook entry, you can then schedule future bill payments by simply clicking and dragging the "Memorized Transaction" to the calendar. This program also interfaces with many tax preparation programs.


QuickBooks - Quick date editing via keyboard shortcut: You can make quick adjustments to dates via the keyboard by positioning your mouse anywhere in the date cell and clicking on the + or -  keys.  This will add/subtract to the date one day at a time.  If you wish to modify the date by a few days this is very convenient since you don't need to use the mouse.  For more significant date changes click on the calendar icon to the right of the date and select the date using the mouse.


Microsoft Money Tip:  When working in any of the Registers in Microsoft Money and you are asked to enter a date you can use the following keyboard shortcuts: With the cursor positioned in the date field  + will increment to the next day; - will change the date to the previous day; T till type in the current date; M will type in the first of the month; H will type in the last day of the month; Y will type in the beginning of the year; and R will type in the end of the year.


PowerPoint: When creating a PowerPoint Presentation it is best to use Light Background Colors with Dark Text Colors for overhead Transparencies and Dark Background Colors with Bright Text Colors for 35mm slide and On-Screen Presentations.  Also, do not use any font  smaller than 18 points for presentations.


Microsoft Publisher - If you place overlapping drawing objects on a publication page, you will most likely notice that a portion of the first object is hidden. You have the ability in Publisher to change the order of the objects on the page. Select the object whose order you wish to change (notice the selection handles). Click on Arrange from the menu bar and then click on Order. You now have four (4) choices: Bring to Front - Brings the selected object to the front of all the other objects, Send to Back - Sends the selected object to the back of all the other objects, Bring Forward - Brings the selected object forward one layer <or> Send Backward - Sends the selected object back one layer.


To finely position Graphics in Visio:  Select the Graphic (sizing handles are displayed) and while holding the SHIFT key press the directional Arrow Keys on the keyboard to "Nudge" the graphic into the proper position.


Remove Word formatting: In Microsoft Word, a simple way to remove all formatting in a document is to SELECT the text that you want to be stripped of formatting and press CTRL + SHIFT + N.


Using the Wheel Mouse to change screen Zoom settings: Gary Patton, one of our students, called to our attention a slick benefit when using the Wheel (Intelli) Mouse. If you are in a program that has the ability to "Zoom" in or out, hold down the CTRL key while rolling the Mouse Wheel and the "Zoom" will go in or out depending on which way you spin the wheel. This is really slick and is a great productivity tool.


Excel and Power Point Chart Types - Not all chart styles are appropriate for the type of data that you are trying to portray. If you have selected one style of chart and would like to see the other chart styles that are available, follow these steps. Make sure that the chart is selected. Right-click on the white area of the chart and choose Chart Type. Pick the style of chart from the Chart Type Dialog Box and click on OK.


Power Point Auto Shapes Tip If you are drawing Shapes in Power Point and you want the perfect Line, Circle, Square, etc., use this tip.  After selecting the Shape from the Drawing Toolbar, use the Shift Key in conjunction with Click and Drag to get the exact shape that you want – i.e., the perfectly straight line, a square instead of a rectangle, etc.


Quicken Write Checks In Quicken, if you are using the Write Checks feature and you are mailing the checks in a window envelope, try this tip.  Type in the Payee Name.  When you get to the Address Block, use the apostrophe key/quote key on the Keyboard to duplicate the name of the payee.  Press Enter and continue typing the rest of the address.


FrontPage - Preview in Browser:  FrontPage has two methods to let you see what your web page will look like.  The first is the Preview tab located at the bottom of the screen.  This preview will give you an idea of what the page will look like but, the display may be  encumbered by the FrontPage "Views" bar or "Folders list" if open.  To see exactly what your site visitors will see, click on the Preview in Browser button and Internet Explorer will open your Web Page.  Note: Preview in Browser requires that you save your Web Page before it will display the content.


Memorizing Reports in QuickBooks: When you memorize reports that you have customized to meet your needs, always choose from the pre-configured date ranges. For example: "Last Month" will return a date range of 09/01/03 to 09/30/03 when run in October, 2003, but 10/01/03 to 10/31/03 When run in November, 2003.


In Microsoft Publisher:  For a high degree of control over the positioning of objects on the page, use the nudge option.  Just select the object you need to move and use Alt+Arrowkey (up, down, left, right) and your object will move one pixel for each keystroke.  In versions 97 and 2000, you can click on Arrange and then click on Nudge to change the increment of movement.


Outlook - Adding Holidays to Your Calendar

"The holidays list, included with the Microsoft Outlook 2000 calendar, will expire at the end of 2002. You need the following add-in to update the calendar with holidays spanning 2003 to 2007."  We have attached the link to the Microsoft site where you will find the file download and installation instructions.

http://support.microsoft.com/kb/924423

Instructions for use: Once you have installed this add-in, add holidays to your calendar: On the Tools menu, click Options. Click the Preferences tab, then click the Calendar Options button. Click the Add Holidays button. A dialog listing all the supported holidays will appear. Select all holidays you would like to add to the calendar, then click OK.

NOTE:  It is our understanding that the holiday list may contain errors so you might want to look it over to spot any problems.


UNDO Feature:  Have you ever made a mistake entering something into a computer program?  If you have you will want to know about the UNDO Feature.  In all computer programs, as soon as you make a mistake it is suggested that you UNDO it.  The keyboard shortcut for the UNDO Feature is CTRL + Z or  .  In Excel, you can Undo up to sixteen (16) levels <or> until you Save.  In Word, you can Undo over 2,700 times.  Caution: YOU CANNOT UNDO A FILE SAVE.


E-Mail Tip:  What is a "BCC" and how do you use it in an electronic mail message?  A BCC  is a "Blind Courtesy Copy" and is used to send a copy of a message to someone, but the recipients of the message do not know that the BCC person received it.  This is used if you want your supervisor to know what you wrote to another person, but you don't want that person to know that the supervisor received it.  If you use the Reply to All feature, the BCC recipient WILL NOT get the reply.  Another good way to use the BCC feature is when you are sending an e-mail to a lot of people, but you don't want everyone to have a list of everyone else's e-mail address.  Send them all as BCC's.  You must have one person in the "TO" section of the e-mail.  When the e-mail is opened you will not see any of the other e-mail addresses.  E-mail addresses can be like unlisted phone numbers and you don't want everyone to know everyone else's e-mail address.


Internet Tip:  There may be times when you are using one of the current web browsers or Outlook that you find that clicking on a link doesn't seem to work.  Sometimes holding down your CTRL key and clicking on the link will activate the link.  Give it a try.


Computer Viruses:  We strongly suggest that you do not open e-mails when the mail notification box pops up on your screen. Always return to your Inbox to process new mail. Be extremely careful with e-mail attachments. It is possible to get e-mail from reliable sources carrying viruses. Use Anti-Virus software!

Margins for Printing: For Inkjet Printer Users: In order for your footer to print out, you will need to set your footer margin to a minimum of .68 inches. In most programs, click on FILE and choose PAGE SETUP to get to the footer margin dialog box.
Time to change the Battery: Due to higher power demands, batteries in newer computers do not last as long as they used to. If you notice that the date and time on your computer are wrong soon after you reset them, it may be time to change the battery before you lose your BIOS settings.
 
 

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- May, 2014      •    
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PC Easy South Central Pennsylvania provides Instructor-led Computer Training and Consulting Services to immediately improve student or client productivity, performance, and comfort using Personal Computer software such as Microsoft Office, Access, ACT!, Excel, InDesign, Outlook, Power Point, Project, Publisher, QuickBooks, Visio, Word, Word Perfect and many other software programs to help you improve your computer skills.