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Archive for category: Windows
Get more out of Microsoft Word: Use Quick Parts
Posted by: Phil Beach in Network Services, Tips and Tricks, Technology, Windows on August 17, 2010
Microsoft Word keeps track of a large amount of information automatically and stores it for quick insertion later. These pieces of information are known as "Quick Parts" and include items such as the document author, creation date, and subject. This information is useful, especially when working on a document that references this information frequently.
Steps:
- Place the cursor where you want to insert the particular document property.
- Select the Quick Parts drop-down button from the Insert menu of Word 2007. Here is the button circled in red:
- Hover over "Document Property" and choose the appropriate document property from the list that appears.
The feature becomes especially useful to allow a change to be reflected in multiple places throughout a document. For example, in the event of having to change your company's phone number, if each instance of your company's phone number had been inserted using the Quick Parts menu, the change would only have to be made to one of the instances. All of the other instances of the phone number would automatically be updated to reflect the change.
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Simplified: Working with Images in Microsoft Word
Posted by: Phil Beach in Network Services, Tips and Tricks, Technology, Windows on July 06, 2010
Have you ever found yourself fiddling within Microsoft Word for an extended period of time attempting to have an image display as you had imagined it would? Many individuals are familiar with Microsoft Word's image-inclusion capabilities, but not everyone knows what to do once the image is there. Thankfully, the most recent versions of Office have introduced helpful new ways of working with images. In Microsoft Word 2007 specifically, it's possible to easily change the way text wraps around an image, the image's location, and the image's stylization all with relative ease.
First off, a quick overview of how to include an image into your word document is in order. Simply select "Insert" from the menubar at the top of Word, and then click "Picture". The button is circled in red below:
Once the image appears on the page normally, single click it to enable the Picture Tools "Format" tab on the menubar - it button will appear to the right of the "View" tab. 99% of the tools you need to make an image work for you are included within this interface. Here is a screenshot of the open "Format" tab, click the image to view it full-size:
Text Alignment
By default, images are included in line with the text. With this option, you could think of each image as occupying its own division or paragraph on the page. There are many options for how text will behave relative to the image. For example, if you want the image to fall into place next the document content on the right, with the text wrapping around the left side of the image, select "Square" under "Text Wrapping" and "Align Right" under "Align". You can quickly send an image to a common placement by choosing an option from the "Position" menu.
Eye Candy
Word makes it easy to add simple elements of design to your image inclusions. The easiest way to utilize these options is to select one of the "Picture Styles" from the "Format" tab. As an example, I selected the "Reflection" option to stylize the screenshot I used in the beginning of this guide below:
Cropping and Resizing
Word even includes tools to allow for simple cropping and resizing of your images, even after they've been inserted into the document. On the far right-hand side of the "Format" toolbar you can find the self-explanatory tools within the "Size" grouping.
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Can’t find an email? Part II
Posted by: Phil Beach in Network Services, Tips and Tricks, Technology, Windows on June 25, 2010
Getting the most out of Outlook's search features
In a previous issue of The Point, the frequently overlooked "Instant Search" feature included within Microsoft Office was introduced and explained. Instant Search includes some helpful tools to find an email quickly on a spur-of-the-moment basis. However, Outlook includes yet another search feature, Search Folders, which opens up an even larger world of search capabilities.
Search Folders has two primary benefits: 1) It allows you to save time if you frequently search for the same thing and 2) it can act as an organizational tool, sorting Outlook content based on specific criteria.
Search Folders are located on the left side of the Outlook window, below the typical mail folders. To create a Search Folder, right click the Search Folder parent (circled in red below) and select "New Search Folder..."
The following window will appear:
Depending on the rules you select on the New Search Folder window, email will be filtered from within the Inbox into the new folder. For example, if I wanted to see every message I had flagged for follow up I would select "Mail flagged for follow up" as the Search Folder rule, then click "OK". The new Search Folder would then appear in the Search Folder tree, similar to this:
The "For Follow Up" folder will automatically update from now on to show all the emails I have flagged for follow-up. It keeps a running total of the messages I need to follow up on to the right of the name in green text. In my example above, I have one message to follow-up on.
The capabilities of Search Folders do not end here. In fact, all of the filtering options included in Instant Search are available when creating a new Search Folder. Be sure to check out some of these filters including searching by who the message was sent to, what its subject was, or even the message size. One particularly handy filter is the "Create a Custom Search Folder" option, which allows you to filter messages based on a custom text string.
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Cloudy with a Chance of Mail
Posted by: Phil Beach in General Business, Network Services, Tips and Tricks, Technology, Windows on June 22, 2010
A Worthwhile Cloud Solution
Most professionals have heard of "the cloud" before. However, like many hyped technology terms, it can be both overused and misunderstood. The majority of business owners just want to know if the cloud can benefit their business. One cloud-based service in particular, Hosted Microsoft Exchange, is emerging as a solution which provides real value for businesses of all sizes.
Here are the benefits of Hosted Exchange to consider:
- Enhanced mobility: Hosted Exchange offers very reliable mobile solutions. Hosted Exchange servers are located in data centers with multiple and redundant high-capacity Internet connections - they are easily accessible through the Internet, even on an international scale. If the data center ever experiences an issue with their Internet connection or server hardware, the solution is usually as simple as off-loading the work to one of the other redundant servers or Internet lines. This feature appears to be increasingly desirable as mobile workforces become a more integral part of business.
- Flexibility and collaboration: Hosted Exchange encompasses all of the benefits of an in-house Exchange server. If your business does not have an Exchange server, but instead uses POP accounts to receive mail, there are several potential benefits of moving to a Hosted Exchange platform. For example, with a traditional POP account, each new email is downloaded by the first device to access it. This means that if a new message is received by your Blackberry, it will not be received later on by your desktop. Exchange allows each device to store a "copy" of the message - even if one device downloads the email, it will still be downloaded to your other devices. Other advantages include the enhanced mobility mentioned above, calendar collaboration, and contact sharing.
- Cost: Hosted Exchange is typically offered at a monthly flat-rate, charged per mail account. This may be appealing if your business is concerned over the up-front cost of purchasing a dedicated Exchange server. However, even if you already have an in-house server, the increased mobility mentioned above is often enough of an advantage to justify the switch.
It is important to consider your businesses needs and future carefully when comparing Hosted Exchange to your current office solution. Our staff is always available to discuss cloud, email, and mobile solutions. If you would like to discuss these considerations with us please dial 973-448-0070 or email sales@msiservices.com.
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Can’t find an email?
Posted by: Phil Beach in General Business, Network Services, Tips and Tricks, Technology, Windows on June 14, 2010
Getting the most out of Outlook's search features.
Email has evolved. As the demands of the workplace have shifted to accommodate technology, business owners have realized the importance of holding onto their emails. Outlook has become a priceless database of information and communications. However, this database is only as good as the user's ability to navigate through it and find what they need, when they need it.
Microsoft refers to it as "Instant Search", and it could be one of the best features frequently overlooked by Office users. It allows you to search through various email fields simultaneously and in real time.
Here is a screenshot showing the location of the Instant Search box:
To use the feature, simply begin typing anything that you know was in the email. It could be the name of the person you sent it to, the subject line, a word a phrase you used in the body of the email, and even the name of an attachment. As you begin typing, Outlook will automatically begin filtering messages within the currently selected folder, displaying the results, and highlighting the matching text in highlighter yellow. To search within all mail, including sent items and drafts, click the dropdown arrow next to the magnifying glass and select "Search All Mail Items".
This type of generic search will typically be all that is required to find an email. However, the software also allows you to "lock-in" a specific search criteria. For example, this feature becomes useful when you know an email is from "Client X" and want to restrict results to that client. To use this feature, click the drop-down arrow next to the search box. You can then enter in "Client X" into the "From" field. I have locked in Client X as "From" and "Proposal Suggestion" as the subject in the example below:
Instant Search is just one of many helpful features included within Outlook. Keep an eye out for future advice on better utilizing Microsoft Office for your business needs.
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Tips for Buying a New PC or Laptop
Posted by: Phil Beach in General Business, Network Services, Tips and Tricks, Technology, Windows on June 08, 2010
There are certain financial pitfalls associated with purchasing new computer systems that many small businesses frequently and unnecessarily fall into. Specifically, money is often wasted on underpowered hardware, a lack of bundled software, and inadequate warranties.
Many users fail to fully understand what the computer is needed for and what it needs to be able to do. Instead, many individuals will simply purchase the PC that they believe offers the best value and ignore hardware specifics. The bottom line is that different applications and deployments have different horsepower requirements. Here are a few things to avoid:
- Intel Celeron processors - Often bundled with cheap PCs, Celeron processors simply don't have the power for business use. A processor that offers excellent value is the Intel Core 2 Duo.
- "Home" or "Basic" editions of software - These editions are just what they say they are, often lacking business network capabilities. For business use, we ship Windows 7 Professional with new PCs whenever possible.
- Less than 4GB of memory - As time goes on, the memory demands of software will only increase. 4GB is enough to meet requirements today and to be prepared for the demands of future applications.
The second common pitfall has the potential to add to the cost of any new PC. Software is expensive, and it's even more expensive when it is not bundled with your new PC. For example, if you know you need to use Microsoft PowerPoint for presentations, this Basic version of Microsoft Office will not suffice. Instead, you'll have to upgrade to a version that includes PowerPoint, such as Office Small Business Edition. A comparison of Office Editions can be found here. Most PC vendors will have an option to bundle software with the purchase at a significantly discounted rate. Try to take advantage of these opportunities when they are presented to you.
The final pitfall also introduces more cost to the new system down the line. Make sure your new PC is covered by an adequate warranty. The diversity of warranties is such that it would be impossible to discuss all of their ins and outs in this short correspondence. Let's take a look at what adequate protection means. We have found the typical life expectancy of a new PC to be 5 years. The cost of the warranty is not insignificant at $100-$200, but a typical repair such as a new hard drive or memory upgrade could run as high as $600 including service. As such, we sell all new PCs with a three year warranty that includes an option to extend for an additional two years. We recommend that you consider doing the same.
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Microsoft Mobile Roundup
Posted by: Phil Beach in Technology, Windows on May 14, 2010
It was bound to happen eventually - in response to the recent offerings by several competitors including Google and Garmin, Microsoft has added turn-by-turn directions to its Bing software for Windows Mobile. The new software offers voice-search, full integration with on-board GPS, and access to Bing's large resource of business location information. If you're a user of a Windows Mobile phone (like me), this certainly comes as a welcome surprise. I went from a T-mobile G1 with full navigation provided by Google to AT&T with no decent option for free navigation - Bing is a perfect solution. Good move, Microsoft!
Microsoft has been making great strides in the mobile world, as demonstrated by this smaller move within Windows Mobile. However, larger plans are also in action. Of these initiatives, perhaps the most notable is Windows Phone 7. The new mobile operating system (and hardware specification) has been designed from the ground up as the ideal, next-gen replacement for the venerable Windows Mobile. Based largely upon the updated Windows Mobile kernel originally used on the Microsoft Zune HD MP3 players, the software boasts an attractive, multi-touch based user interface, high performance, and tight social integration. However, Microsoft has been slacking off on a robust developer network and SDK - it will be interesting to see how well the Phone 7 application market will develop, and perhaps more importantly, if it will be able to compete with Apple's, or even Google's offerings in that area.
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Office 2010
Posted by: Phil Beach in General Business, Technology, Windows on April 12, 2010
Microsoft Office is among the most venerable pieces of software ever produced. Almost every one of us in the business world has used the software to one extent or another. The latest incarnation of the productivity suite, Office 2010 (codename Office 14), will be released in the first half of 2010. I have had the opportunity to install the beta on my PC at home and have liked what I’ve seen.
Office 2010 does not include any scary interface changes – if you have used Office 2007, you’ll be right at home with Office 2010. Instead, time has been spent on other areas. Specifically, the focus of development has been on improving the overall product experience. This includes several overarching themes:
- Adding free, online versions of Word, Excel, PowerPoint, and OneNote to the Office family.
- Introduction of the low-end Office Starter 2010, which will replace the current solution, Microsoft Works.
- Improving support for various Open file formats, including both Office Open XML and the OpenDocument Format.
- Social networking features – including a “social connector” for keeping track of friends in Outlook.
A new Mac OSX edition of office will also be released sometime during 2010. However, no testing version of the software has yet been released.
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Just how valuable is Titanium?
Posted by: Frank Ableson in Linux Magazine, Software Development, Technology, Android, Blackberry, iPhone, Palm, Windows on March 08, 2010
Mobile development continues to move at break-neck speed. VC backed startup Appcelerator has just announced version 1.0 of their Titanium development environment which allows developers to create applications for multiple platforms including Mac, Linux, Windows, iPhone and Android. All development is done via "web technologies" such as JavaScript and CSS. They have recently updated their tools to move beyond the "use WebKit" for everything model to actually translate javascript code into native code. I take a closer look at Titanium and the path taken to get there in the market in this week's installment of the Upward Mobility column @ Linux Magazine.
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Tired of lugging your laptop? Me too. Some day, we won’t have to
Posted by: Frank Ableson in Fun, Linux Magazine, Technology, Android, Blackberry, iPhone, Palm, Windows on December 22, 2009
I am presently putting (back) together my day to day computing environment. Fortunately for me, my Dell laptop gave up the ghost just a few weeks outside of its warranty. It really didn't owe me anything -- its taken a beating and many many miles in the past three years, one month and 17 days.. but who's counting? I wish I could just plug my phone into my keyboard and mouse... You guessed it, that is the topic of this week's Linux Magazine Upwardly Mobile column.
Have a Merry Christmas and Happy Hanukkah!
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