Business Software Made Easy - Time Saving Tips

More Free software from Microsoft!

Sun, 6 Jan 2008 22:17:42 GMT

Originally Posted January 6 2008

Happy New Year!

With the beginning of 2008, I would like to say thank you for your loyalty to my Time Saving Tips.

Since I couldn't give you a present in person, here is a list of free software that I think everyone will really enjoy even if you aren't technically inclined.

Microsoft has assembled a list of handy downloads that almost everyone can benefit from. Here are just a few of the kinds of professions that can benefit:

• If you are in Real Estate, there is Image Resizer. Just right click on the digital image and you can resize your image for upload to MLXchange or other websites.

• If you are a Windows Power User, you can have a thumbnail of the program you select when pressing ALT + Tab with the Alt-Tab replacement

• If you are a statistician, use the Power Calculator to graph your calculations

• The SyncToy is also available (remember the last Tip from 2007?). You can sync two folders, hard drives, or even flash drives!

All these Microsoft free programs available here:

http://www.microsoft.com/windowsxp/downloads/powertoys/xppowertoys.mspx

Enjoy!

Why can't I open Word or Excel files with 'X' at the end?

Mon, 15 Oct 2007 11:45:48 GMT

Oct 15 2007

You may have started to receive Word and Excel files from your colleagues that you find that you can't open. They usually end with 'X' after their name like Proposal.docx or Commission Totals.xlsx. These files were created in using the 2007 version of Word and Excel respectively and unlike other versions they are not backwards compatible. In this case we have two solutions.

First, we can download a free converter from Microsoft that will allow us to access files created in Office 2007 software programs at:

http://www.microsoft.com/downloads/details.aspx?FamilyId=941b3470-3ae9-4aee-8f43-c6bb74cd1466&displaylang=en

Second, we can ask our colleagues with Office 2007 to save the files in 97-2003 format by:

1. Click the Office button in the upper left hand side of the screen

2. Click 'Save As'

3. Select ' _____ 97 - 2003 ___' from the list

4. Name and save the file as you would normally

That's it!

Can't insert merge fields in your Mail Merge template in ACT! 2007?

Sun, 3 Jun 2007 21:49:53 GMT

June 3 2007

If you are using ACT! 2007 (Standard or Premium for Workgroups), have Microsoft Word as your default word processing program, and tried to create a Mail Merge template you may have discovered something missing - the ACT! Merge Fields. Fortunately, Sage addresses the problem with a downloadable Hotfix for this version of ACT!.

Installing the HotFix is a two-step process. First, the download:

1. Go to: http://www.act.com/community/profile/login/index.cfm?type=profile&Host=www.act.com&Path=/support/updates/index.

cfm&QS=&CFID=36296765

2. Create an account If you haven't already (I know this is annoying, but they didn't ask me)

-After you have logged in

3. Click: http://www.act.com/support/updates/index.cfm?DOWNLOAD=349

4. Click 'Download Now'

5. Save it to your computer that is easy to find, like your Desktop or your My Documents folder

*It may be a good idea to save it to a network or shared drive if you have to install this Hotfix on other computers or you can just copy the downloaded Hotfix onto a USB Flash drive.

Second, the installation:

1. Close all programs including ACT!

2. Double click on the downloaded Hotfix file to start the installation

-The HotFix is installed

That's it!

You can see but can't touch attached files in Outlook Express

Sun, 21 Jan 2007 13:58:45 GMT

August 7 2006

Q: I use Outlook Express for my email program, but for some reason I cannot open attached files (Word, Excel, PowerPoint, and even PDFs) even though I can see them… This is driving me nuts! How can I access these files?

A: If you didn’t notice, this change took place after a recent Windows update was installed on your computer. That update included a new security feature designed to save your computer from potential viruses embedded in attachments. Unfortunately, almost all attachments have some risk when you open them. Unless you are willing to resort to a carrier pigeon to share files, you are going to have to turn this feature off. Here's how:

In Outlook Express:

1. Tools > Options...

2. Click the 'Security' tab

3. Uncheck 'Do not allow attachments to be saved or opened that could be potentially a virus.'

4. Click 'Apply'

5. Click 'OK'

You're done!

Vista is Coming!

Sat, 20 Jan 2007 23:21:44 GMT

July 17 2006

Q: I have seen that Microsoft is developing a new operating system. Can you share a little more detail about it?

A: The new operating system has been in development for quite a while under the code name 'Longhorn’. The initial release date has been pushed back a several times but it should be available in early 2007 as a replacement for Windows XP.

There are several places you can get all the details including the Microsoft website http://www.microsoft.com/windowsvista/default.aspx. I have a chance to get hands-on and there are some very nice features you can take advantage. But like all new technology approach it with a little caution.

If you are thinking about upgrading your current computer to Vista when it is released you may be surprised that I would recommend that you don’t for a few reasons. Here’s why.

Size Matters

Vista is a much larger Operating System than Windows XP in terms of size and requires an even more robust set of Hardware to work (Faster processor, more memory and larger hard drive, not to mention video card). Your 512MB of RAM may work OK with your system, but with Vista it will likely make it crawl. You will want to have at least 2GB of RAM. If your computer can't handle this much, then it's probably best to just buy a new one that can handle this capacity.

Let History Be Your Guide

When Windows XP was first released, several of my clients attempted to upgrade their Windows 95 and 98 computers and ran into several complications with either hardware or software problems after it installed. Some of the installations got stuck mid-stream and they were then left with a computer that didn’t work correctly or not at all

Even when Windows was in the main-stream, Microsoft released several updates to deal with problems after-the-fact (SP1, SP2 were the major ones).

The Waiting Game

If you want the latest and greatest, just buy a computer with Vista already installed but after Vista has been around for about 6 months. This will ensure all the major bugs have been worked-out and minimize any down-time due to errors or conflicts with software or hardware. If you must get a computer right away, get one before the end of the year.

Update:

Dell still offers many of its Small Business line of Laptops and Desktops with Windows XP and XP Pro.

Choices…Choices

Vista will come in six different versions unlike the three we have with Windows XP (Home, Pro, & Media Experience). The flavors of Vista are:

-Vista Starter which will likely have basic features and some enhancements, but available only in countries outside the US

-Vista Home Basic for just the basic Internet, email, word processing needs

-Vista Home Premium best for the above plus media management (Photos, Music, Videos etc)

-Vista Business which offers the same features of the above plus network management and backup functionality that is important in a business environment

-Vista Enterprise which offers the same features as Business, but with additional administrative management features designed for companies with 100s of computers.

I have been using a Beta copy of Vista to prepare my business for its release. Unless you are willing to devote significant time to troubleshooting problems, save your frustration and don’t be the first in line for Vista.

Find those lost files

Sat, 20 Jan 2007 17:24:07 GMT

June 5 2006

Q: Every time I download a file, my computer saves it but I am never able to find it. Can you help?

A: There is a Search feature in Windows that will help locate your lost files. Before you start the download it is always helpful to note the name of the file you are downloading before you click the ‘Save’ button. This way you can search for that file name.

Here’s how to use the Search feature in Windows:

1. Click the Start button

2. Click ‘Search’

-If you are using Windows XP you are asked “What do you want to search for?”

-At this point you have a few options. You can select to find:

*Pictures, music, or video

*Documents (word processing, spreadsheet, etc.) I found that this option excludes Adobe Acrobat files.

*All files or folders

*Computers or people

3. Click ‘All files or folders’

4. Click 'More Advanced Options'

5. Check 'Search Hidden Files and Folders'

6. Type in the name of your document (or at least a part of it) into the ‘Enter all or part of the document name:’ field

7. Click ‘Use advanced options’ to ensure Windows is doing a thorough search

-In the ‘Look in:’ field

8. Select ‘Local hard drives (C:)’ or select your network drive/folder from the drop-down list

9. Click Search

All files that match what you entered in the All or Part of the File Name field are listed in the Search window.

To find the specific folder where that file is currently located:

1. Right Click on the File in the Search window

2. Select ‘Open containing folder’

You can also move the file to a different location

1. Select the file

2. Edit > Cut,

3. Locate a new destination folder (Like your Desktop or My Documents for easier reference)

4. Edit > Paste

Not sure of the name? Then try this:

In step 3 enter ‘*.___’ and one of the file extensions below:

Word = .doc

WordPerfect = .wpd

Word Template = .dot

WordPerfect Template = .wpt

Excel = .xls

Excel Template = .xlt

PowerPoint = .ppt

Adobe Acrobat = .pdf

QuickBooks = .qbw

Quicken = .qdf