Business Software Made Easy - Time Saving Tips

I purchased an external hard drive. What should I backup?

Tue, 14 Aug 2007 12:18:43 GMT

Aug 13 2007

If you purchased and installed an external hard drive to backup your computer, you were probably asked this question when setting up the backup software. You may have been inclined to just backup your My Documents Folder, but you should probably backup more. The reason is many times popular programs save their critical data in a Folder other than My Documents.

For example, Outlook Express/Outlook (emails, calendarcontacts, etc), Quicken, and QuickBooks (all financial transactions) are just some of these type of programs. Each of these programs save your critical information in Folders deep within your computer.

The best practice is to setup your backup software to do a complete backup of your entire hard drive, not just your My Documents Folder. This way all your critical data is saved and can be retreived in the event your computer crashes.

What is the difference between Save and Save As?

Tue, 7 Aug 2007 00:17:56 GMT

Aug 6 2007

You may have wondered what is the difference between Save and Save As. I have been asked this question several times and have been a little pressed to come up with a simple explanation. Maybe this will give some little clarification of what is difference between the two.

When you select Save - It will:

Save the currently open File

Save it with the same name

Save it in the same Folder on your computer

Why should you use Save?

You should use Save when you have made changes to the currently open File and want to retain those changes.

When you select Save As - It will:

Prompt you to save the currently open File with a different name

Prompt you to save the currently open File in the same Folder on your computer (although you can change Folders)

Verify if you want to Overwrite the existing File (if you use the same File name and save into the safe Folder)

When should you use Save As?

You should use Save As when you want to create a file based on the currently open file but want to keep the open file in-tact. For Example if the currently open file is a contract or letter and you want to personalize it with your contact's information (Let me mention that there is a better ways of doing this). Another situation is when you receive a File as an attachment. You can open the File, then select Save As... to save it to your My Documents Folder or somewhere else that is easy to find.

I hope this explination helps!

How can I save a file as a PDF?

Mon, 28 May 2007 22:59:08 GMT

May 28 2007

If you have been wondering how to convert files (like Word, Excel, PowerPoint, whatever) into a .PDF without buying Adobe Acrobat - Today is your lucky day. If you are using Microsoft Office 2007 (likely if you bought a new computer with Vista) there is a free download available from Microsoft that will let you do this. If you are using an earlier version of Microsoft Office, there is also a free download that will let you do this.

Microsoft offers a free download for Microsoft Office 2007 that will convert any file in the Office Suite to .PDF format. To install it, just click on the link: http://www.microsoft.com/downloads/details.aspx?familyid=4D951911-3E7E-4AE6-B059-A2E79ED87041&displaylang=en , save the downloaded program to your computer (your Desktop is a convenient location), and double click on it to install (You can delete the downloaded file when done).

When installed, you can save a file as a PDF by:

1. Create a file using any Microsoft Office software programs (Word, Excel, PowerPoint, etc.)

2. Save your file as you would normally

3. Click the Office button in the upper left hand side of the window

4. Save As > PDF

-Keep the same name as the original file for easy reference

5. Click 'Publish'

-The file is saved as a .PDF and saved on your Desktop

If you are using an earlier version of Office, you can download and install CutePDF Writer. Here's how you can install it:

1. Click on the link: http://www.cutepdf.com/Products/CutePDF/writer.asp

2. Click on the 'Free Converter' link on the left hand margin, download it to your computer, and save it to your Desktop

3. Double Click on the downloaded file to intstall it

-When done

4. Click on the Free Download link again in step 1 and download the CutePDF converter in the left hand margin, download it to your computer, and save it to your Desktop

5. Double Click on the downloaded file to intstall it

-CutePDF is installed

To save a PDF:

1. Create a file using any Microsoft Office software programs (Word, Excel, PowerPoint, etc.)

2. Save your file as you would normally

-In the program you are working in

3. File > Print...

4. Select 'CutePDF' from the 'Name' field

5. Click 'OK'

-The Save As window appears with the file name entered

6. Click 'Save'

-The file is saved as a .PDF and saved on your Desktop

That's it!