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word processing

Never be embarrassed

One of my stops today led me to a nice woman who said that she was somewhat embarrassed that she didn’t use her computer for more "important" purposes. She described that her computer usage primarily revolved around email, browsing the Internet and an occasional word processing document. When I explained to her that she wasn’t alone and that many people I see use their computers for exactly the same purposes, she was quite surprised.

One of my philosophies about computers is that you should never do something just because someone else is or someone else told you so. I think it is good advice for life too. If you are happy with how your computer works and with the types of activities you can perform, then great, no worries. Using a computer is a very individual undertaking and there is no reason that we all have to be performing the exact same functions with them.

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.

Upgrade or repair?

If I had a dime for every time this question comes up….

I actually had this happen with two of my cutomers today. My answer, the last couple of years, is a definite ‘it depends’. Wishy, washy, I know, but it really does have to be thought out. First, the proper diagnosis has to be made. What is the estimate of the repair parts and labor and how does the user use the computer factor in together. Next, a comparison of that number to what is available in the market for new computers. Last week, as an example, Office Depot had a decent little system on sale for $198 after rebates!!

Unfortunately, the market is making so much of the technology we buy disposable…economically speaking. When looking at individual situations, however, the repair costs usually are a little under a new system. And with the exception of the hard drive that died, or the spyware and viruses that must be removed, the system is still very usable. So it comes down to how the computer is used. 

What should I back up?

Recently, you have heard me talk a great deal about flash memory drives and there usefulness for backup. One of our listeners/newsletter readers, recently asked what files are important to backup.

So, tip number one in backup is to backup only those files that you create. These include but are not limited to:

  • Financial program data (Quicken, Money, etc) 
  • Email and other address books 
  • Saved email messages
  • Important word processing documents, spreadsheets and/or databases you have created 
  • Calendar/appointment information 
  • Digital pictures (from digital cameras AND scanners) 
  • Internet favorites or bookmarks 
  • Genealogy research 
  • Downloaded programs or utilities (backup the original installation file) 

You get the picture. Anything important to you that you have created and don’t want to lose, should be backed up.

Programs (with the exception of downloaded programs as noted above), do not need to be backed up because you can rebuild them with original installation CD’s and disks.

For even more information about backup use our site search engine to search for backup for even more specifics about backing up your important data.

Font management

Fonts are the different typefaces that we can choose when we create word processing documents, newsletters and other computer-generated documents. 

I am willing to wager that most computer users only use about a dozen different fonts.  However, there are over 400 different fonts installed on many computers today.

These fonts utilize precious computer memory resources and also increase computer boot time.  In this week’s tip, I will share with you how to better manage your fonts so that you can release some of your computer resources and decrease the time your computer takes to boot up.

Get Home and Back Quickly!

No, the Internet has not found a way to "beam" us hither and yonder…yet!  

I’m referring to navigating around your word processing, email or other text related documents quickly.

Don’t underestimate the power of the keyboard as you create your written masterpieces.  Moving quickly from one part of your document to another saves loads of time and the keyboard can help.  Try these keyboard shortcuts:

  • Home – pressing this key will move your cursor to the beginning of a line

Clone Your Printer

If you routinely print two or more kinds of documents (i.e. draft printing for email, normal for word processing, and high quality with photo paper for photos), each requiring its own printer settings, you’ve probably found it cumbersome to have to re-enter all the printer properties every time you change documents. 

You might find it easier to actually install the same printer twice, but with different names and settings. This way, you can simply select the "printer" (actually the group of print settings) that you like the next time you execute your print job.

Drag and Drop

Over the past few weeks, we discussed the usefulness of cut, copy and paste. Another great skill to have at your disposal is “drag and drop”. With very few exceptions, drag and drop requires your mouse.

To drag and drop an object, click and hold the left mouse button on the file, object, or text and then move (drag) the mouse to its destination. It is the same exact maneuver computer users use every day to play solitaire and move the cards from stack to stack.

Here are some other examples:

* Want to delete an unused icon from your desktop? Click on the icon and hold the mouse button down while dragging it to the Recycle Bin. Once over the Recycle Bin, release the mouse button and the icon disappears.

When Should You Use the RIGHT Mouse Button?

Many people ask me when is the appropriate time to click the RIGHT mouse button. My short answer is to try it everywhere. The RIGHT mouse button (or secondary mouse button) provides quick access to many common functions via a pop up menu. And those functions change depending on what program you are using and where you are in that program.

For example, in almost any application, if you click the RIGHT mouse button, you will have access to cut, copy, and paste. If you are in email, or the Internet or a word processing program any you need to copy some text to another area, first highlight it then RIGHT click on it to quickly get to the Copy function.

Flash Memory Drives

A flash memory drive (a.k.a. thumb drive or USB drive) consists of a chip of memory (flash) mounted in a plastic case with a USB interface on one end (see the illustration for some examples). With Windows Me, 2000, XP and Macintosh computers, flash memory drives automatically get recognized as another storage drive on your computer. No installation CD’s, no formatting, just fast, safe removable storage.

In addition to their instant recognition and portability, flash drives offer the BEST way to backup day-to-day information like financial data, address books, genealogy, word processing documents, and spreadsheet documents.

Two other great advantages of flash drives are their speed and durability. You can copy 200 megabytes worth of data (literally thousands of word processing documents), in less than a minute! And because there are NO moving parts, the memory is quite stable and long lasting.

To use a flash memory drive, follow these steps:

1. Insert the drive into a USB port on your computer.
2. Wait approximately a minute (first time only) for the computer to recognize and install the device (Windows 98 need to install a driver)
3. Double-Click your My Computer icon to verify that another drive shows up (usually the first letter after your CD-ROM
4. In Windows XP, you can now RIGHT click on any folder or file and then Click Send To —> Removable Drive. This will instantly make a copy of the document or folder on your flash drive.
5. In Windows Me or 2000, you can copy and paste a folder or file to the flash drive or open the flash drive in a new window and drag your files to it
6. If you use a financial program, simply use the program’s built-in backup function and have it back up to your flash drive
7. To delete information from a flash memory drive, open up its icon in My Computer, then click on the file or folder you want to delete, and push DELETE on your keyboard