Posts Tagged: Office


13
Dec 08

Rick’s Answers his email Videocast – 024

Brought to you by Harlene, Kristina, Sage, Herb, Crystal, Marion, Mariane, Donna, Dona, Chris, Barbara, and Rosie this week’s edition includes some AVG questions and frustrations, Macintosh advice, Microsoft Office 2007 problems, and of course much more!


2
Dec 08

Microsoft Word’s AutoComplete and AutoCorrect Functions – Video Tip

If you use Microsoft Word, you may notice that at the end of a letter, if you start typing ‘Sin’, a little yellow box flashes up with ‘Sincerely’ in it. Likewise, if you start a letter with ‘To whom’, the box flashes at you with ‘To whom it may concern’.

These little yellow boxes are part of Word’s Auto-Complete and Auto Format functions. Microsoft Word tries to guess what you are going to type next and flashes suggestions to you. If the suggestion is correct and you press Enter on your keyboard, Word quickly enters the word or phrase in your document.You also notice it when you mistype the as hte and Word corrects it for you.

1. You can add to the library of Auto-Complete phrases by following these steps in Word 2003 and all prior versions:

2. Click Tools from the Word menus

3. Click Auto Correct

4. Click the Auto Complete tab (Auto Text in Word XP)

5. Type as many entries as you would like and press Enter on your keyboard after each one (your name, company, church name, etc)

Auto-Correct takes the automation a step further. Use it to replace an abbreviation or a few characters into an entire phrase or sentence or paragraph if you like. For example, if I type ‘rc’ in Word, as soon as I push the space bar, Word inserts ‘Rick Castellini, MCP’. Here’s how to use it:

1. Follow Steps 1-3 above

2. Type a short phrase or abbreviation in the “Replace” box

3. Type what you want Word to insert in place of that phrase in the “With” box

4. Press enter on your keyboard

 Word 2007 users can find the AutoCorrect by:

1.  Click the Office Orb in the upper left hand corner

2.  Click Word Options

3.  Click Proofing

4.  Click the AutoCorrect options button and follow the steps as above.

Try these simple, but highly effective techniques and you will find yourself starting to save some time when word processing. I have put together a short video demonstration for you to see this tip in action below.


1
Dec 08

5 Reasons why YOU should be moving to the cloud

Cloud ComputingOver the past two or there years, I have written many articles about Web 2.0 or cloud computing. Cloud computing means that you work with programs and/or data that are not installed or saved on your computer. Instead, the programs and/or data live on an Internet connected computer (server) somewhere else in the world. These computers provide security via the password and user name that you choose. Five reason come immediately to mind on why you should start moving your data and computing power to the cloud.

1.  Although more powerful than ever before, computers have become more unreliable than ever.

In particular, Windows computers require more expertise to keep them safe, updated, and problem free than at any time in the short history of home computers. Macintosh and Linux operating systems certainly require less technical expertise from the security standpoint, but still rely on desktop applications to create, save and edit data. Web based (cloud) applications provide plenty of power and flexibility for the vast majority of computer users while also presenting a simpler interface.

2.  You already spend 90% of your time in the cloud already. 

Non-business computer users spend the majority of their computer time emailing, surfing and researching the web and playing online games. Transitioning to web based mail and web based word processing, spreadsheets and more is easy and free with products like Zoho Office, Google Docs and ThinkFree.

3.  Digital photography is easier in the cloud…and cheaper.

Too many computer users do not know how to properly resize and attach photos to email or gauge how many photos to attach to email. You spend way too much money and time on ink cartridges and paper trying to print good quality pictures. All these problems are solved in the cloud by helping you organize your photos better, share them easier, and print them in higher quality in more formats professionally. Flickr, Picasa Albums, and albums and services from Shutterfly, Snapfish, Winkflash, and others help you do all these things much easier than any desktop application. For those who like to edit their photos, these services offer some limited editing, but Pixlr, Picnik, Fotoflexer, Snipshot, Photoshop Online, and many others provide more than enough power for almost any digital photographer.

4.  You either don’t know how or are too lazy to backup your important data.

I admit that I’m putting a lot of faith in Web 2.0 companies, but I know they will do a better and more regular job of backing up your data than you currently do. These companies have their reputations and big bank rolls on the line to take backing up your data lightly. If your data is truly important to you, learn to back it up. In the interim, your data will be much safer online than it is right now on your unprotected computer with no backup plan at all. If I’ve stirred you a little to think about backing up your current data, read my tips about online backup services that truly do make backing up your data easier and safer than learning to burn DVD’s, setup and configure backup programs and then maintain them.

5.  Using cloud computing strategies sets you free from any computer.

Since your data and applications live on the web and are accessed through a web browser, you no longer are tied to any one computer or operating system. As long as you have an Internet connection (high speed only) and a browser, you can work and play from any computer!

I keep urging you to learn about and use these services because they are coming down the pike and becoming more mainstream every day. Microsoft, Apple, Adobe and other stalwarts of the desktop continue to make their own plans to finally come on board and offer more and more cloud computing options.

What do you think? Leave me a comment below to tell me about your cloud computing experiences and questions.

Photo by ewen and donabel


14
Nov 08

Netbooks are NOT made for Windows XP or Vista

EeePCOne year ago, ASUS started a fire storm of new computers that now go by the name of netbooks with the release of their EeePC.  I wrote about this subject just a few months ago, but with the holidays approaching and netbooks are high on gift giver’s radar screens so I want to explore netbooks a little more in depth.

Netbooks make attractive gift giving ideas for a few reasons:

  • They are inexpensive; usually cost less than $400.
  • They are extremely portable (2-3 pounds).
  • They are cute.

Here are some facts you need to know about netbooks:

  • Netbooks run on an Intel Atom processor that has roughly half the power of a typical laptop Intel or AMD processor.
  • Netbooks utilize a very basic graphics system.
  • Maximum RAM  is 1 GB (very few exceptions)
  • Hard drives are usually solid state flash memory ranging from 4-16GB. More expensive models have small hard drives with up 160 GB of space)
  • Screens are no larger than 10″
  • Keyboards are 80-90% of a typical laptop keyboard.
  • They do not have CD or DVD ROMs.
  • Prices range from $300-700
  • Most have built-in web cams
  • All have wi-fi capability and Ethernet as well
  • Some models run a Linux operating system, some Windows XP, and a few attempt to run Vista.

Netbooks are in no way meant to replace a desktop computer or even a laptop. Instead, netbooks are designed to be used as a second or third computer for traveling, Internet or email access in another room of your home, light word processing or document creating/editing, making Internet phone and video calls, instant messaging, and even listening to music.

Because netbooks run on tiny batteries and less powerful processors, trying to run a large operating system like Windows XP and especially Vista is completely impractical. Windows XP with all its updates and service packs and security software requires a strong processor and a minimum of 512mb of RAM or 1 GB of RAM on a slightly older processor. Also, Windows XP, and especially Vista) require above average graphics processing to function with any oomph. Vista barely crawls on dual core processor with 1 GB of RAM and is completely useless on a netbook.

Linux, on the other hand, can be completely customized for a less powerful computer like a netbook and doesn’t need to be burdened by excessive updates and security software. This makes Linux a perfect fit for the netbook Plus, Linux laptops come pre-installed with complete office compatibility, games, multimedia software and more…all things you need to spend extra for with a Windows install plus you need to have an external CDROM to install all of these things on a netbook since it has no CDROM.

If you are in the market for a netbook for yourself or to give as gift this Christmas, by all means go for it. I love my little Asus EeePC and think they make the best travel companions and work great for getting a small amount of work or email done while watching TV or sitting outside. But know up front their purpose and don’t expect more from them. Here are my recommendations when shopping for a netbook:

  • Do NOT spend more than $400.
  • Get one with a Linux operating system, NOT WINDOWS.
  • Make sure it has a built-in web cam. You will like having the ability to make video calls while on the road.
  • Purchase a 4-16GB extra SD Card for storage, but realize that it isn’t meant to be storage machine.

If all this still makes your head swim a little, here are my top 5 netbook suggestions (in no particular order):

  1. Acer Aspire One – $325

  2. HP Mini Note- $299

  3. Asus EeePC 900 – $320

  4. Asus EeePC 1000HD – $360

  5. Dell Inspiron Mini 9 – $375

Again, keep in mind that netbooks are not meant to be a replacement for a desktop or a full-time laptop, but an adjunct to them for traveling and quick access to a computer. If you already own a netbook, leave a comment below sharing how you use yours and what your experience has been with it.


17
Oct 08

What is Open Source?

Jazz BandOpen Source software began soon after computers became main stream in offices and then homes. In a nut shell, Open Source refers to software developed under a set standard of rules that developers agree upon to make the software freely available, no penalties for copying or sharing the programs (in fact, it is encouraged to share the software), the source code (programming) must be made available to anyone, and the software must also have no restrictions on others making variations of the software. You can read an exact definition and read the licensing information at the Open Source Initiative web site here.

Open Source software seems to be gaining more and more traction in the computer world as budgets start to tighten in an uncertain financial climate. This week, OpenOffice.org released the newest version of their Open Source office suite software. I’ve been using the beta version of the software for a couple of months and find it to be quite good. OpenOffice is considered one of the bright lights in the Open Source software world and for good reason. It offers an extremely viable option to Microsoft Office and gains new users and fans every single day.

Another Open Source darling is Linux and its various forms (distros). Linux is an Open Source operating system and the poster child for it today is Ubuntu. Ubuntu, like OpenOffice, garners new fans by the thousands every single day because it offers a real alternative to Microsoft Windows for no cost.

Just yesterday, I read an article by Matt Hartley titled 10 Simple Methods for Happily Running Ubuntu. I enjoyed the article, but number 7 in his list stuck with me the most. It was titled, There is no free lunch. He described Open Source as being free from any initial monetary investment, but that Open Source refers more to freedom of use than free ride. What he refers to is that although Open Source software doesn’t cost any money, it does require an investment in time. Time to learn the software, time to research and troubleshoot answers to your questions, and time shared with others on public bulletin boards or other forums sharing any solutions to problems you found or sharing tips that you might have about a particular software. Matt’s sage description stresses the importance of the Open Source movement as being an active solution that everyone can and should contribute to versus a passive one where you take something but never return anything.

I think I’m drawn to Open Source software for a few reasons. 1) The talent and knowledge of the programmers who develop the software amaze me. 2) The thought of being self-reliant and learning to use resources (existing knowledge and collaboration with others) to solve a problem makes sense to me and is extremely self-satisfying, and 3) Paying money for something that doesn’t completely solve a problem for me doesn’t make a lot of fiscal sense.

Getting more people to adopt Open Source software is not always easy. I think this is so because consumers are so brand conscious these days. If it doesn’t have a flashy logo or name on the software or device, then it can’t possibly be worth their time…especially if it is free. I try to look at anything I buy or use from a perspective of; can it do what I need it to do, can it do it efficiently, and can I readily find help for it when I run into a problem or need to learn something new. Open Source often time does fit the bill quite nicely. Sometimes it does not. However, I think any computer user owes it to him or herself to investigate Open Source alternatives to commercially available software. You may be surprised at the quality and functionality of Open Source software while at the same time saving money and becoming a little more knowledgeable and self-sufficient when it comes to your computer use.

Photo by Antikris


13
Oct 08

Get a new computer for almost free

Piggy BankIf you would like or might even need a new computer, but aren’t crazy about spending $500-1500 in our current financial environment, consider upgrading your computer for free. Yes, I said free. The only investment you will incur is some time. “How”, you ask? By upgrading your computer’s operating system to one of the many Linux options. As many of you know, I started dabbling and learning more about Linux a little more than two years ago. Linux offers a secure, completely functional, modern operating system for free. Linux falls under the guise of Open Source software (available for free and developed by a collaboration of many programmers) and has spawned many different versions to suit all sorts of users.

The most popular version of Linux the past few years, and the one that hooked me, is Ubuntu. Ubuntu has risen to become, arguably, the leader in Linux operating systems. Ubuntu’s popularity stems from the solid community behind the product that supports and develops it, the incredible array of software that comes installed automatically including full Office compatiblity, networking, photo and multimedia tools, and even games. To get the equal functionality that Ubuntu gives users upon installation, a Windows user would have to shell out nearly $1000 for software alone. Ubuntu throws the knockout punch by offering all this for not only free, but also in a package written well enough that it installs in under 20 minutes and runs on hardware that would buckle under the weight of Windows Vista.

Search my site for more information about Ubuntu, read some stories at Ubuntu Story, and definitely visit the Ubuntu web page for more information as well. For many home users and some small businesses as well, upgrading existing computers to Ubuntu will save time, money and extend the life of many computers. Think about it…you do have a viable choice.


25
Sep 08

Setting up a new computer

new computer boxPrevention is the best medicine when it comes to avoiding illness in ourselves. Prevention in the computer world is no different. And like a newborn baby, a newly purchased computer is subject to many terrible diseases and problems if not properly cared from the moment it is taken from its cardboard box. I follow these steps when setting up a new computer system for my clients, and recommend this methodology for all new computer setups:

  1. Before setting up the new computer, back up all of your data to CD’s, DVD’s, external hard drives, or flash drives for transfer to the new computer  Make sure you get not only your obvious data like documents, pictures, and financial data, but also your address book, email settings, favorites, etc. Remember, you can backup data, but not programs.
  2. Make note of your email settings and configuration (if you didn’t back them up).
  3. Download a copy of a AVG Antivirus and have them on a CD or flash drive at the ready.
  4. When setting up the new PC, DO NOT connect printers, scanners, cameras, and especially the Internet until later.
  5. Once at the new desktop, the first place to head is the Control Panel and Add/Remove programs (Programs and Features in Vista). Remove all trial software that you don’t plan on purchasing (Quicken, Quickbooks, Office suites, etc). Also remove any <!–break–>Internet provider software that you will not use like AOL, Earthlink, NetZero, etc.
  6. Now go back to Add/Remove programs and uninstall any trial security software that came with the machine.
  7. If you uninstalled the pre-installed security software (recommended), install the AVG antivirus program you have at the ready.
  8. Now, you can hook up your Internet connection. Once you have a connection established, update your anti-virus software immediately.
  9. Setup your email program and accounts.
  10. Install your peripherals (scanners, printers, etc) per your manufacturers instructions.
  11. Install any programs that you want on the new system
  12. Transfer your data from their backup locations.
  13. Strongly consider downloading and using Mozilla Firefox as your primary browser.
  14. Create your Recovery CD set found in your manufacturer’s options or utilities folder (if required).

    Enjoy your properly setup and safe, new computer!


22
Sep 08

Choose how many recently opened files show in Microsoft Office

Office 2003 OptionsIn almost any program where you can create, save, and edit documents, clicking the File menu (or the Office orb in Office 2007) shows a list of your most recently used documents for that program. With Microsoft Office, you can control exactly how many recent documents are shown.

With Microsoft Office 2003 applications (Word, Excel, PowerPoint, etc) and all versions prior, you control this option by following these steps in any of the applications:

  1. Click Tools –> Options
  2. Click the General tab
  3. Under the Recently used file list option, enter a number between 0-9
  4. Click OK

 

Office 2007 Options

 

 

With Microsoft Office 2007 options, follow these steps to control how many recently used files show:

  1. Click the Office orb icon in the upper left of your screen
  2. Click Word (or Excel or PowerPoint) options at the bottom of the menu
  3. Click Advanced
  4. Scroll down under the Display category and enter a number between 0-50 in the Show this number of recent documents box
  5. Click OK

 


31
Aug 08

Vista can run faster if you…

I just finished my normal Sunday morning routine of breakfast with the Sunday paper. I always peruse the Sunday high tech ads to keep tabs on prices. Computer prices continue to drop (and I still think manufacturers are getting a kick back from Microsoft) to help spur sluggish sales.

However, the past few weeks, I picked up on another trend; increased RAM.

In this week’s big 4 ads (Office Depot, Office Max, Circuit City, and Best Buy), there were 43 desktop and laptop ads. Out of these 43 systems, only one of them had 1 GB of RAM. That was the cheapest desktop system from Best Buy. Only two other systems had 2 GB of RAM. The rest had a mixture of 3, 4, 5, and even 6 GB of RAM!

All these systems, of course, had Windows Vista.

Vista has been with us now for more than 18 months already and finally hardware specifications are getting beefy enough to run Vista at an acceptable speed. 2 GB of RAM is truly the bare minimum you should be running with Vista.

Although, I am still not a fan of Vista, I am a realist. Vista is not going away any time soon and consumers are too lazy to investigate other viable options and too stubborn to learn anything new that doesn’t say Microsoft on it.

The increased RAM is a needed change in the industry. A Vista computer with 3 or more GB of RAM will run much smoother than with less RAM. And no other version of Windows has ever needed more. My recommendation for Vista buyers: Get 4 GB or more of RAM.


13
Aug 08

5 Steps to Using Online Financial Sites Safely

Every year computer users using the Internet to check account balances, transactions, and even paying bills grows by nearly 30%. According to one Pew study, more than 50 million Americans use online banking services. 50 million sounds like a large number, but that still reflects less than 50% of online American adults. Bank web sites continue to evolve by becoming easier to use, more secure, and more helpful than ever before. In fact, many banks rather that their customers check their web site for answers rather than call or visit a branch. However, many people shy away from online banking because of security fears.

I?m going to outline, for you, five simple steps that you can take to keep yourself and your finances safe on the Internet.

Step 1 ? Computer Security

Before you do anything on the Internet, make sure your computer is secure by having solid, up-to-date anti-virus and anti-spyware software running. I recommend AVG Antivirus and Antispyware (www.grisoft.com). For high speed Internet users, make sure you have a firewall setup (the Windows firewall is ok) or use your connection through a router than can be purchased at any office or electronics store. If you have a wireless Internet connection in your home, make sure it is password protected. Lastly, I highly recommend that all computer users use Mozilla Firefox (www.firefox.com) as their primary browsers. Firefox?s security measures are much more effective than Internet Explorer?s.

Step 2 ? Strong Passwords

Most banks are good about requiring their customer?s to change their password every 3-6 months. If yours does not require a change, you should do it anyway. Changing your password frequently is a great way to keep your online financial data secure. Use these rules when creating a password:

? NEVER use the same password for your bank or financial institution that you do for your Internet service

? NEVER use any part of your name or birth date in your password

? ALWAYS use a combination of numerals, upper and lower case letters, and special characters (@,#,&, etc) in your password

? ALWAYS right your password down and keep it in a safe place?not on a sticky placed on your monitor

? ALWAYS change your password at least every 3 months

Step 3 ? Avoid Phishing attacks

Although most identity theft crimes occur offline, phishing attacks are the most common method of identity theft online. Phishing is the technique of sending emails or luring you to a web site that appears to be your bank?s, credit card company, or other financial institution then asking for all of your financial and personal data. These sites/emails will ask for your full name, online account user name and password, mother?s maiden name, social security number, account numbers and other personal data. NEVER give out this type of information on ANY web site. Your financial institution will never send these types of emails or ask you for this information via a web site. When in doubt, always call your bank.

Step 4 ? Use caution when traveling

If you travel with your own laptop and connect to the Internet via a secured wireless connection (requires a password), online banking shouldn?t be too much of a problem. When connecting to wireless Internet connections, make sure they are indeed coming from the proprietor of the hotel, café, etc. Some hacker types can ?pose? as a wireless provider, but really you are connecting through their computers and thus they can see what you are doing and typing. I highly recommend never using a public computer (library, Internet Café) to access financial web sites. Doing so poses too much of a risk that your data and identity can be stolen by an unscrupulous computer user using the computer to collect online information.

Step 5 ? Be smart

Never underestimate your intuition?if something feels fishy, it probably is. Bail out of whatever you are doing and then contact your bank and report the problem to the United States Computer Emergency Readiness Team (US-CERT) at http://tinyurl.com/2zl4eo US-CERT is a division of the Department of Homeland Security.

Overall, online access to your financial data will save you a lot of valuable time and is available 24 hours a day. Just use caution and these five simple rules to help insure that your online financial activity won?t cause you problems.