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Microsoft

Windows Accessibility Options

Microsoft has built in a few features into Windows to make the operation of the computer a little less annoying. As the word Accessibility suggests, they were designed to aid computer users who have a hearing, visual or physical disability. However, many of the features can help any computer user.

To access the Accessibility Options, Click Start –> Control Panel, then double-click the "Accessibility Options" icon.

 

Keyboard Options


StickyKeys – If your fingers don’t function like a contortionist or you find it hard to press combinations of keys for shortcuts, enable this feature. It configures the computer so that if you need to push a combination of keys, you can push them one at a time and get the same affect as pushing them together.

FilterKeys – For heavy hands or if you tend to rest your fingers too long on the keys, enabling and tweaking the settings in this section will teach the computer to understand your individual touch of the keyboard.

ToggleKeys – If you tend to accidentally push the Num Lock or Caps Lock keys, this feature will give you an audible beep when those keys are turned on and off to bring your attention to them.

Sound Options

Use these settings to give you visual cues when your computer is making error or warning sounds.

Display

Set High Contrast mode if full color is hard to distinguish

Cursor Options – Make the "blinking cursor" easier to say by changing the width of the cursor (very helpful) and the speed at which it blinks.

Mouse

Enable this setting to use the directional keys on the keyboard like a mouse.

Other options available for accessibility can be found by clicking Start –> All Programs –> Accessories –> Accessibility.  You can find a basic "screen narrator" that reads the screen to you, a screen magnifier, and an on-screen keyboard to use in place of a traditional keyboard.

For more details on these tools and more, visit the Windows XP Accessibility Resources section of Microsoft’s web site.

 

Automating Word

Almost seven years ago, I created some form templates for a customer of mine who is a salesman. He wanted to automate some forms that he filled out frequently so that he could minimize his time filling out forms and increase his time selling products. He gave me the forms that he currently filled out by hand, and I re-created them in Microsoft Word using Tables and the form features available in Word.

The final form was then saved as a Word Template (so it could be used over and over without affecting the original). All he had to do was double-click on a shortcut that pulled up a blank form for him to fill out and then print, email, and or save. The form even contained calculated fields to total his line items and the entire order. Did you know Word could do that?

I visited my client again today and we tweaked those seven year old documents to match his current needs. I really enjoy helping clients come up with ways to improve their efficiency using tools already on their computer.

If you are interested in how to create fillable forms with Microsoft Word, I found these online tutorials to be a good start:

Microsoft Word or Office Problems after last week’s Windows Updates

This is a short note to help those folks who are having problems with opening Word documents after a critical update from Windows last week. It appears it is unique to folks with some specific HP software.

After studying it, I would recommend going to Add/Remove Programs and remove the HP Share-to-Web program (unless you are really using that feature…most people don’t). If you do use that feature or want to learn more about the cause and fix for this problem. Visit Microsoft’s Support site and read their article. 

Microsoft Access Help Site

Microsoft Access is a great and incredible tool, but sometimes it’s nice to find some help on features that are new or unfamiliar to you. The best site I have found there is Utter Access.

The power of databases

Lately, I have been helping a business customer set up a database to help manage a portion of their business. Databases are highly underutilized in the small to medium sized business. Databases differ greatly to spreadsheets and potentially offer many more benefits to using spreadsheets.

Properly designed and built, a database can save many hours of data entry and reduce entry errors to almost zero. Databases also provide the opportunity to instantly extract subsets of information from the data…this is done through a process called queries. Reporting functions also excel (no pun intended) with databases and can be customized to meet any need.

Find and Replace

One often overlooked feature in word processing programs like Word, WordPerfect and even Microsoft Works is the Find and Replace function. It is used to locate and replace a frequent use of a word with a different word in a document. You might use it if you right contracts, leases or some other long document and need to make a quick change. Here’s how to use it:

  1. Open your document in your word processor
  2. Click Edit –>Replace from the menus
  3. Type a word or phrase in the "Find"  box
  4. Type the word or phrase that you want to replace the found word with in the "Replace" box
  5. Click Replace All

That’s it! Give it a try the next time you need to make a few adjustments in a document. 

Why we recommend the stuff we do

Our listeners and subsribers have probably heard me say, "Don't let your kids fix your computer, no matter how old they are or who they work for."

I say this because many of my appointments come as a result of a full grown son or daughter who "works for Microsoft" or  "Is a computer tech for ___________ University" coming home and "fixing" the computer.

I have no doubts that said son or daughter is great at what they do while they are at their work, but there is a big difference between working in a controlled environment like a business or school and working on dozens of computers a week in completely unassociated environments.

Nothing is by the book

There are two things that make the businesses Rick and I run different from running a computer shop or working as the IT guy in a big company.

1. We see dozens of computers each week and no two of them are the same in any way.

2. Rarely is anything done by the book.

Every person has their own preference for desktop wallpaper, word processing program, Windows version, printer, antivirus, digital camera, web browser, etc.

I’m not perfect….

I have never claimed to be the most knowledgeable computer tech on the planet…and I never will. However, what I will promise is that I give my customers the best advice that I can for the topics that I know about and will refer them to the best possible resources for topics outside my scope.

Today, I saw a client who traded some services with another computer tech here in Grand Junction, CO. The other tech reformatted my client’s computer and proceeded to install a copy of Microsoft Office 2000. The copy was not a legal one. My client never paid for Microsoft Office and never received a CD and certificate of authenticity for the software. She was appalled that a "business person" would do such a thing. Unfortunately, this is the second time I ran into a situation like this in less than two weeks. I also happened to talk to a client of mine, recently, who took a class and was "sold" a pirated copy of some software for a substantially reduced price over the retail price of the product.